Job Description

Executive Personal Assistant

Leading fintech software company is looking for an Executive Personal Assistant to support their CEO. This is an exciting opportunity to be the trusted right hand to a thoughtful, mission-driven leader. In this role, you'll manage complex calendars across work, personal, and family commitments, coordinate travel and executive offsites end-to-end, sit in on leadership meetings to track action items, and support board meetings in partnership with the Chief of Staff. You will also provide high-touch personal assistant support, including family travel planning, vendor research, medical coordination, and household logistics. Someone who genuinely thrives on holistically supporting an executive across all areas of their life, who is deeply detail-oriented, and remains calm in the face of constant change and shifting priorities. Must have experience and curiosity in leveraging AI tools. This is a primarily remote role, must be based in the Bay Area. There will be some in-person needs for meetings and executive off-sites. 180-200K+ DOE + fully paid benefits, 401k, flexible PTO, family planning support, home office/tech stipend.

Responsibilities:

• Manage complex, multi-layered calendars across work, personal, and family, including long-term annual planning, ensuring to cross-reference when scheduling.
• Coordinate meetings across all levels — board, leadership team, and internal and external stakeholders — managing shifting priorities and ensuring the right people are in the right rooms at the right times.
• Coordinate board meetings, executive offsites, and leadership team meetings, planning end-to-end logistics including prep timelines, cadence, accommodations, activities, and on-site coordination.
• Attend meetings to capture detailed notes, track action items, and ensure timely follow-through on key deliverables.
• Support leadership coordination, including planning cycles, board preparation, and cross-functional alignment.
• Partner closely with the incoming Chief of Staff and coordinate daily with the broader EA team across the leadership group.
• Book travel logistics, both domestic and international, including monitoring trips in real-time for cancellations and disruptions, and overseeing travel memberships.
• Plan and book family travel, including detailed day-by-day itineraries.
• Coordinate medical appointments, oversee billing, and manage household logistics and vendor relationships.
• Manage communications and inbox flow as needed, ensuring responsiveness and organization.
• Maintain systems and workflows to ensure consistency and alignment across operations, leveraging AI tools to improve efficiency.

Qualifications:

• 8+ years of previous experience as an Executive Assistant supporting senior leadership in high-volume environments.
• Strong execution and ownership mindset with consistent follow-through and attention to detail.
• Excellent judgment and prioritization skills, with the ability to independently manage tasks while knowing when to escalate.
• Exceptional written communication skills that are clear, concise, and effective in asynchronous environments.
• Comfortable handling both professional and personal responsibilities with a high level of discretion and enthusiasm.
• Demonstrated curiosity and familiarity with AI tools, with the ability to identify opportunities for increased efficiency.
• Highly organized, detail-oriented, and thrives in managing complex, dynamic workloads.
• Adaptable and resilient, with the ability to navigate constant change and shifting priorities without disruption.

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