AI-Forward Executive Assistant to the Co-Founder & CEO (Remote and can travel to Palo Alto, couple of times a month)
Overview
Join a profitable, fast-growing, AI-forward 130-person company headquartered in Palo Alto, California. This is a high-impact, high-trust role supporting the Co-Founder & CEO, with exposure to senior leadership, board members, investors, and global stakeholders.
You’ll begin with full-scope executive support, then evolve the role by integrating AI tools and automation—building a scalable “human + machine” executive office.
Key Responsibilities
- Executive Support (Primary)
- Manage complex calendar, inbox, and priorities for the CEO
- Coordinate internal and external meetings across multiple time zones
- Prepare briefings, agendas, and follow-ups
- Stakeholder Coordination
- Interface with executives, board members, investors, partners, and government stakeholders
- Maintain professionalism and confidentiality in high-trust interactions
- Operational Excellence
- Handle travel planning, expense management, and logistics
- Track action items and ensure timely execution
- Secondary Support
- Provide scheduling, travel, and expense support to:
- A second co-founder (subsidiary CEO)
- Chief Revenue Officer (CRO)
- AI & Automation (Core to Role Growth)
- Start with manual workflows to build deep context
- Introduce secure AI tools to streamline repetitive tasks
- Design and manage agentic workflows to scale executive operations
Qualifications
- 5+ years of experience as an Executive Assistant (supporting senior executives)
- Proven ability to manage complex schedules across global time zones
- Strong written and verbal communication skills
- High level of discretion, judgment, and reliability
- Experience with travel coordination, expense management, and executive operations
- Comfortable working in fast-paced, high-growth environments
Preferred
- Experience supporting founders or C-level executives
- Exposure to AI tools, automation, or workflow optimization
- Background in tech, SaaS, or defense-adjacent industries
Working Hours & Location
- Fully remote
- Primarily aligned with U.S. East Coast hours
- CEO operates across U.S., EMEA, and APAC time zones; flexibility required
Why This Role
- Direct partnership with a founder/CEO
- Opportunity to build cutting-edge AI-enabled executive operations
- High visibility and potential for role expansion as impact grows
