Executive Personal Assistant to Founder at AI-focused Venture Firm

AI-focused venture firm building and operating startups is looking for an Executive Personal Assistant to support their Founder. This is an opportunity to be a strategic partner to a dynamic founder! In this role, you'll be overseeing a team of virtual admins and household staff to provide 24/7 coverage for the Executive. You'll act as the strategic brain directing the admin team while they handle execution on travel planning, calendar management, and inbox management, while being the on-the-ground support to handle ad hoc tasks, errands, and oversee the new office space.

You will also manage the household staff, book personal appointments, and ensure the Executive's personal life is running smoothly. Someone who is adaptable, willing to wear multiple hats, and has a startup mentality, while also being comfortable working with ambiguity, and can translate direction into execution while keeping stakeholders informed. This is a hybrid role based in San Francisco—working between the CEO's residence and office downtown.

Must be responsive and available outside traditional hours. Travel approximately 25% (roughly 1 week/month). 140-170K DOE + benefits, bonus eligible, and flexible PTO.

Responsibilities:

• Provide both professional and personal support to the Founder, acting as a strategic partner who understands nuances, context, and priorities.
• Lead and coordinate a team of four virtual Executive Assistants by providing direction, delegating tasks, and ensuring administrative requests and priorities are executed efficiently.
• Oversee travel and transportation planning by outlining logistics, reviewing options, coordinating with vendors or charter services when needed, and guiding the team responsible for booking arrangements.
• Handle inbox management, triaging priorities, and responding on behalf of the Founder.
• Think several steps ahead and anticipate problems before they arise with creative, strategic problem-solving.
• Coordinate personal logistics such as managing household staff and service providers, scheduling appointments, handling deliveries or errands, and ensuring day-to-day matters are organized.
• Support office operations as needed, including assisting with office setup, ordering supplies, and helping maintain an organized and functional workspace.
• Manage ad hoc projects and urgent requests while maintaining clear communication and follow-through on progress and outcomes.

Qualifications:

• Experience providing high-level executive support in a fast-paced environment with the ability to manage both professional and personal priorities.
• Strong leadership and coordination skills with experience guiding or collaborating with administrative teams to ensure efficient execution.
• Highly organized with exceptional attention to detail and the ability to manage multiple schedules, priorities, and moving pieces simultaneously.
• High EQ with the ability to communicate thoughtfully and navigate interactions with a wide range of stakeholders and personalities.
• Resourceful and proactive professional with a startup mindset who is comfortable wearing multiple hats and taking ownership of responsibilities.
• Comfortable working with ambiguity and translating high-level direction into clear action while keeping leadership informed on progress.
• Quick learner who thrives in a fast-paced environment and can adapt quickly as priorities evolve.
• Open to traveling approximately 25% of the time (roughly 1 week per month).
• Comfortable with non-traditional availability—responsive and communicative outside core hours when needs arise.