Executive Assistant to Founders at Exa | San Francisco

At Exa, we are revolutionizing the search landscape with our cutting-edge AI search engine, designed to surpass the capabilities of Google for power users. Our mission is to empower individuals to uncover information that is otherwise inaccessible: https://exa.ai/websetsBased in San Francisco, our team of approximately 80 talented individuals hails from prestigious institutions such as Harvard, MIT, Google, and Apple. Recently, we secured a Series B funding round led by Benchmark, propelling us forward in our quest to build the most intelligent search engine known to date.We are currently seeking a dedicated Executive Assistant to join our San Francisco office and provide vital support to our C-suite and team operations.Role OverviewAs an Executive Assistant at Exa, you will play a pivotal role in facilitating seamless operations for our leadership team. You will be tasked with managing schedules, coordinating communications, and ensuring efficient workflows. This dynamic position, characterized by a high degree of trust and variability, requires adaptability and quick problem-solving skills. You will serve as the essential link between our executives, the broader team, and our office environment.This role provides an unparalleled opportunity to gain insight into the inner workings of a rapidly scaling startup, working closely with the CEO and executive team to maximize their impact across the organization. Your responsibilities will include managing calendars, removing obstacles, and ensuring that no detail is overlooked.This position is perfect for someone who thrives in a fast-paced, ambiguous environment, possesses strong agency, and desires a front-row seat to the creation of an iconic company.Key ResponsibilitiesManage Scheduling and Calendar - Oversee the schedules of our founders, anticipating conflicts, safeguarding focus periods, and ensuring smooth daily operations.Handle Executive Communications - Assess the urgency of incoming communications, determining what requires immediate attention and what can be addressed later or managed directly by you.Coordinate Meetings - Manage all aspects of meeting logistics, including scheduling, agenda preparation, follow-ups, and ensuring the right participants are present.Support Senior Recruiting Efforts - Facilitate interview scheduling and logistics for leadership candidates, guaranteeing an exceptional candidate experience.Organize Team Events and Culture Building Activities - From weekly traditions to larger company gatherings, help cultivate a workplace culture that employees appreciate.Enhance Systems and Workflows - Continuously seek improvements in existing processes, with a focus on automation where possible.

Join Exa, a pioneering company dedicated to revolutionizing the AI landscape by developing an advanced search engine from the ground up. Our mission is to create robust infrastructure that efficiently crawls the web, trains cutting-edge embedding models for indexing, and builds high-performance vector databases in Rust for rapid searches. We proudly operate a $5M H200 GPU cluster that powers tens of thousands of machines, demonstrating our commitment to excellence in technology.As a Software Engineering Intern, you will be an integral part of our innovative projects, contributing your skills to a variety of tasks. We value flexibility and encourage you to choose projects that align with your strengths and interests.

About incident.io incident.io is an AI-powered incident response platform that helps teams reduce response times and improve reliability. The platform brings together on-call management, incident response, AI SRE, and status pages, giving teams the tools to act quickly, limit downtime, and keep customers updated. Founded in 2021, incident.io now supports over 1,500 organizations, including Netflix, Airbnb, and Block, and has helped manage more than 500,000 incidents. Each month, tens of thousands of responders in Engineering, Product, and Support use incident.io to restore services and keep teams aligned. The company is growing quickly, fueled by $100M in investment from Index Ventures, Insight Partners, Point Nine, and several founders and executives from leading tech companies. Role at a Glance This Executive Assistant position supports Chris, the Co-Founder and Field CTO, and helps ensure the San Francisco office runs smoothly. The role is central to keeping operations on track and enabling Chris to focus on high-impact work. What You Will Do Act as the primary support for Chris, anticipating needs and protecting his time Coordinate closely with other executives based in San Francisco Maintain a strong presence in the office 3-4 days per week (team meets Mondays, Wednesdays, and Thursdays) Make quick, informed decisions in real time, often with limited context Organize events such as team offsites and prepare materials for key presentations Work with the People team or assist with scheduling for the SF leadership team Location and Schedule This role is based in San Francisco. Regular in-office attendance is required 3-4 days each week, with all-hands days on Mondays, Wednesdays, and Thursdays.

Join Exa, a pioneering company revolutionizing AI search engines through next-gen embeddings technology. Our diverse team of around 60 professionals hails from prestigious institutions such as Harvard, MIT, and Stanford, and we’re rapidly expanding with backing from notable investors like Benchmark, Lightspeed, and NVIDIA.We are in search of a Head of Talent to spearhead and enhance our recruitment processes, ensuring we attract top-tier talent in the competitive tech landscape.In this pivotal role, you will collaborate closely with our founders and Chief of Staff to strategically shape our organizational structure, surpassing industry giants like Anthropic and OpenAI in the pursuit of exceptional research talent.

Join our dynamic team at exa as a Recruiting Coordinator, where you will play a pivotal role in shaping the future of our workforce. You will be responsible for managing the end-to-end recruitment process, ensuring a seamless experience for candidates and hiring managers alike. Your organizational skills and attention to detail will be key in scheduling interviews, maintaining recruitment data, and providing exceptional support to our HR team.

About the Role:Join Paraform as an Executive Assistant, where you will play a pivotal role in supporting our CEO and CTO during an exciting growth phase. This position is perfect for an individual with over 5 years of experience working alongside senior executives, adept at thriving in dynamic environments, and committed to ensuring that complex, high-pressure days proceed without a hitch.As the backbone of our leadership team, you will expertly manage calendars, emails, and logistics, proactively anticipating needs and creating the necessary space for our executives to concentrate on expanding and enhancing the business.What You’ll Do:Oversee intricate calendar management and scheduling for the CEO and CTO, coordinating with both internal and external stakeholders.Manage inbox triage and correspondence, ensuring that priorities are addressed and no details fall through the cracks.Assist with light office management and daily operational requirements.Support various special projects and urgent requests as they arise.Serve as a reliable partner, demonstrating proactivity, meticulous attention to detail, and the ability to remain composed under pressure.What We’re Looking For:A minimum of 5 years of experience as an Executive Assistant.Outstanding organizational abilities and keen attention to detail.Strong judgment and discretion, particularly in handling sensitive information.A proactive and resourceful attitude, with a readiness to take initiative.Comfort with the fast-paced, high-growth atmosphere of a startup.If you enjoy working behind the scenes to facilitate smooth operations and wish to have a significant impact by supporting leadership in a rapidly growing organization, we would love to hear from you.Benefits:Competitive CompensationComprehensive Healthcare CoverageCommuter StipendCatered Lunch and Dinner On-SiteGym Membership401k PlanFlexible Paid Time OffAbout Paraform:Paraform is revolutionizing one of the largest and most fragmented markets worldwide: hiring. We aim to modernize and streamline the hiring process to connect employers with the best talent efficiently.

About SentryIn a world filled with subpar software, Sentry is dedicated to transforming the developer experience. Our mission is to empower developers to create high-quality software swiftly, allowing everyone to reconnect with the joy of technology.Backed by over $217 million in funding and trusted by more than 100,000 organizations, including giants like Disney, Microsoft, and Atlassian, we are at the forefront of developing innovative performance and error monitoring tools. Our goal is to minimize bug-fixing time so that companies can focus on what truly matters: building great products.At Sentry, we champion a hybrid work environment across our global locations, with Mondays, Tuesdays, and Thursdays designated as in-office days to foster collaboration. If you have a passion for crafting solutions that enhance the digital experience, join us in shaping the future of software monitoring.About the RoleWe are on the lookout for an enthusiastic and detail-oriented Executive & Office Assistant to collaborate with our leadership team and manage daily operations at our San Francisco office. This pivotal role involves delivering comprehensive administrative support to our executives and partnering with the SF Office Manager to create an inviting and efficient workplace for all employees and visitors. As an integral part of our operations, you will facilitate seamless facility management and enhance communication within the team.If you excel at instilling order amidst chaos in a vibrant and dynamic environment, this opportunity is for you. Join our rapidly growing team committed to revolutionizing software development for half a million developers; we need your expertise!Note: While our company policy supports a hybrid work approach, this position requires in-office presence five days a week in San Francisco.

At Exa, we're on a mission to construct an API that connects to the world's knowledge. As pioneers in the field, we've developed a search engine from the ground up, and our research lab is at the forefront of advancing information retrieval technologies. We are seeking a talented Designer with an exceptional visual aesthetic to enhance and enrich developer-centric experiences across our web and brand.Our Designers enjoy a wide creative latitude and the opportunity to spearhead new projects based on informed product insights. We value a diverse skill set and the capability to produce high-quality designs, interactions, and prototypes. If you are a versatile designer who relishes the challenge of quickly iterating on a variety of projects, this role could be the perfect fit for you.Your ResponsibilitiesOversee and evolve Exa's brand identity, ensuring consistency across all platforms and touchpoints.Create innovative visual designs in Figma, translating them into seamless web experiences.Identify and explore new avenues for product growth; develop and refine product flows and high-fidelity visuals.Collaborate with the marketing team on branding initiatives that span various channels.Sample ProjectsPartner with front-end engineering to design the flow, layout, and features of our API playground.Develop website landing pages that showcase our search capabilities tailored to different industries.About YouExpertise in design tools such as Figma, Sketch, and Adobe Creative Suite.Solid foundation in graphic design and brand development.Strong understanding of UX/UI principles for complex technical products.Skills in frontend engineering, motion design, or illustration are advantageous.Ability to tell compelling stories through visuals or writing. A minimum of 3 years of experience, including at least 1-2 years in an in-house design role.You thrive in fast-paced, high-growth startup environments.This is an on-site opportunity located in San Francisco. We are open to sponsoring international candidates (e.g., STEM OPT, OPT, H1B, O1, E3). In addition to premium healthcare benefits (medical, dental, vision), we offer fertility benefits and a monthly wellness stipend to all employees.

About TomaAt Toma, we are revolutionizing the automotive industry with our innovative AI-driven workforce tailored to the $2 trillion market.Our diverse team, comprising talents from esteemed organizations like Scale AI, Uber, Braze, Columbia, Berkeley, and Waterloo, has immersed itself in the dealership ecosystem to gain critical insights.We have developed a proprietary voice AI and workflow orchestration platform, achieved a remarkable growth of $100K ARR month-over-month through organic referrals, and secured investment from some of Silicon Valley's most influential investors as we strive to establish the world's first 'ghost dealerships.'

Role overview wispr-flow is looking for someone with founder experience to help define the company’s direction and drive growth. This position is based in San Francisco and centers on hands-on leadership and strategic input, drawing from a background in building and running startups. What you will do Use entrepreneurial experience to shape company strategy and day-to-day execution Work closely with the leadership team to guide the next stage of growth Apply a founder’s mindset to solve problems and make decisions Requirements Experience as a founder or co-founder of a startup Comfort working in a high-energy, changing environment Willingness to contribute vision and leadership to a growing team Location This role is onsite in San Francisco.

At Exa, we are revolutionizing the way AI applications access information by building a cutting-edge search engine from the ground up. Our robust infrastructure allows us to effectively crawl the web, train advanced embedding models for efficient indexing, and create high-performance vector databases using Rust for rapid searching capabilities. We are proud to manage a $5M H200 GPU cluster that operates thousands of machines daily.As a Support Engineer at Exa, you'll play a crucial role in delivering exceptional support to our customers and internal teams by tackling engineering challenges as they arise.

Please read firstThis is a full-time, in-person role based in San Francisco (Presidio) - we work from the office 5 days a week.Candidates must be based in the Bay Area or willing to relocate prior to starting.We require US work authorization, with the option for O-1 visa sponsorship for exceptionally qualified individuals.Join us as an ex-YC Founder at wordwareAbout Us: At wordware.ai, we understand that not every venture goes as planned. We're on the lookout for passionate founders who still possess the entrepreneurial spirit and are eager to join a burgeoning company where exciting developments are already underway.The Opportunity: With 400k sign-ups and the largest seed funding from Y Combinator at $30 million, we are pioneering a new frontier in natural language AI development. We seek individuals who know the ins and outs of building something monumental. If you've faced the challenges of entrepreneurship, we invite you to help us navigate our path.The Vision: Our target isn't just traditional developers; we aim to empower the next 500 million people who will engage with technology using plain English—lawyers, designers, product managers, founders, and domain experts from all fields. Opportunities like this are rare.Your Profile:You have experience running a YC-backed company.You understand what strategies succeeded and what didn't.You have the ambition to build something significant.You can adapt to various roles within the company.You possess knowledge of both technical and business aspects.P.S.: We are supported by Spark Capital, Felicis, and Y Combinator ($30 million seed—largest from YC), yet we operate with the agility of a startup. Be among the first to demonstrate how to create with AI in simple English.

About HappyRobotHappyRobot serves as the foundational infrastructure enabling enterprises to develop and manage AI workforces. Our AI agents not only communicate effectively but also make autonomous decisions, take actions, and operate seamlessly across various platforms including voice, email, and enterprise systems. Originating from Y Combinator (S23) and supported by a16z and Base10 with an impressive $60M in funding, we are integral to the operations of critical global enterprises.Our platform is rigorously tested in demanding environments where the stakes are high. We began in the logistics sector, creating our unique voice stack, models, and orchestration layer from scratch, and we are now extending this robust infrastructure to every enterprise engaged in the real economy. Discover more about our vision in our manifesto.About the RoleWe are seeking a highly organized, proactive, and resourceful Executive Assistant to support our founders and ensure smooth operations. This role offers a unique opportunity to closely collaborate with leadership in a dynamic, fast-paced environment.What You’ll DoManage calendars, schedule meetings, and coordinate travel arrangements for the founders.Effectively prioritize and handle incoming requests to maximize their time.Prepare meeting agendas, take detailed notes, and follow up on action items.Serve as a primary point of contact between the founders and both internal and external stakeholders.Assist with special projects, research, and confidential tasks as needed.Must Have3-5+ years of experience supporting C-Suite Executives.Demonstrated ability in managing complex, high-volume calendars across multiple time zones.Exceptional organizational and detail-oriented skills, capable of handling multiple priorities effortlessly.Strong communication skills, with the ability to anticipate needs and ensure smooth operations.Discretion and professionalism in handling confidential matters.Proactive and resourceful, with a knack for identifying solutions before challenges arise.Why Join Us?Be part of a pioneering company at the forefront of AI workforce innovation.Collaborate with talented professionals in a vibrant and supportive work environment.

DoorDash, Inc. is seeking a Senior Executive Assistant based in San Francisco, CA. This role supports the executive team by handling daily schedules, organizing meetings, and ensuring smooth operations. Key responsibilities Manage executive calendars and arrange meetings Coordinate logistics for meetings and company events Handle a variety of administrative tasks to keep executives working efficiently Assist with project management as needed What makes this role important The Senior Executive Assistant helps keep DoorDash’s leadership focused and productive. Strong organizational skills and attention to detail are critical in this position, as the work supports collaboration and daily progress across the team.

Join Our Team as an Executive AssistantAt Conversion, we're on a mission to revolutionize marketing automation for modern software companies. Our AI-native platform streamlines the chaotic world of marketing, ensuring that growth teams can effectively manage their entire go-to-market strategy from a single, efficient interface. With over $28 million in funding and a rapidly growing customer base of more than 4,000 clients, our team in San Francisco is eager to welcome a dynamic Executive Assistant who can thrive in our collaborative and fast-paced environment.As our first Executive Assistant, you will play a pivotal role in shaping our future. You will be responsible for managing the founders' calendars, coordinating meetings, and facilitating communication to maximize productivity. Your contributions will extend to building recruiting pipelines, organizing team events, and scouting locations for our next office space. If you are passionate about helping teams succeed and enjoy tackling diverse challenges, we want to hear from you!

At Ando, we are revolutionizing messaging software tailored for a collaborative future between humans and agents. Our vision transcends mere functionality; we aspire to create a platform that resonates with users, making it not just fast and visually appealing, but intuitively helpful and insightful. Our goal is to enhance the daily work experience so that users are eager to engage with our software for hours and recommend it to their peers.Position OverviewWe are seeking an Executive Assistant to act as a vital partner to our founder and enhance the productivity of our team. In this role, you will orchestrate team events and logistics, managing the myriad details that transform chaotic workdays into seamless, productive experiences.This position merges traditional executive support with project management and operational tasks, making it perfect for a proactive, discreet individual who thrives in a dynamic, high-growth setting.Your ResponsibilitiesManage HR and operational tasks that don’t fall under any specific role.Plan and coordinate customer events, team on-sites, and interview days from start to finish.Arrange travel (both domestic and international), create itineraries, and handle logistics.Monitor action items across the team and provide follow-ups to ensure progress.Utilize Claude Code and other agents to enhance your productivity.Ideal Candidate ProfileAbility to switch contexts swiftly without losing focus.Strong judgment to distinguish between urgent and important tasks.Comfortable navigating ambiguity and resolving challenges as they arise.Outstanding attention to detail and organizational capabilities.Exceptional written and verbal communication skills.Core ValuesTo compete with established players like Slack, we emphasize meticulous attention to detail, taste, and the subtleties that enhance user experience—elements that may go unnoticed but are crucial. We are building a team that upholds the highest standards and values:Craftsmanship is key: We focus on the details that may be overlooked but are felt in every interaction, animation, and word choice.Clear thinking...

Join AfterQuery, an innovative research lab at the forefront of artificial intelligence exploration. We focus on pioneering new datasets and experimentation that fuel the development of next-generation foundation models. Our clientele consists of major AI laboratories at the cutting edge of technology. Supported by esteemed investors and an exceptional founding team, we lead the charge in AI innovation and human data creation.Why You Should Join Us?Contribute to a company that is shaping the future of AI.Collaborate with an outstanding founding team with experience from top technology and finance organizations.Seize the unique opportunity to support and enhance our operations alongside the founding team.Enjoy competitive compensation and significant opportunities for personal and professional growth.Your ResponsibilitiesOversee executive calendars, manage scheduling, and ensure effective coordination.Facilitate meetings with internal teams, partners, and clients, ensuring all materials are prepared and follow-ups are completed.Assist founders with various administrative, operational, and organizational tasks to enhance overall efficiency.Support the coordination of company communications, documentation, and internal processes.Manage logistics for company events, meetings, and conferences.Oversee and manage administrative workflows and operational tasks across the team.Ensure seamless day-to-day operations by proactively identifying and addressing administrative needs.What We’re Looking For2–5 years of experience in executive assistance, operations, administrative support, or a comparable role (startup or tech experience is a significant advantage).Exceptional organizational skills with the capability to prioritize multiple tasks in a dynamic environment.Strong communicator with a proven track record of coordinating across teams and stakeholders.Demonstrated ability to efficiently manage schedules, logistics, and administrative processes.Must be based in the US (candidates from other countries will not be considered), preferably on the West Coast (CA, WA, OR, NV).Ability to work remotely while adhering to Pacific Standard Time (PST) hours.

HockeyStack is a pioneering Applied AI firm dedicated to revolutionizing sales, marketing, and customer success for B2B businesses. Our mission is to construct the most comprehensive and precise representation of the B2B buyer by integrating seamlessly with every tool your team employs, collaborating with third-party data providers, and deploying custom AI research agents. We leverage this data to drive applications that automate intricate, high-value workflows across revenue and go-to-market teams.Our flagship offerings include:Marketing Intelligence – swiftly addresses inquiries such as “What caused that sudden decline in pipeline?”Account Intelligence – highlights next-best actions to guide representatives in converting target accounts.Since our inception in January 2023, we've successfully navigated through Y Combinator, secured a $26 million Series A led by Bessemer, achieved a remarkable 3× year-over-year growth, reached multimillion ARR, and currently process over 60 TB of GTM data each month. Operating out of our San Francisco headquarters, we thrive in a fully in-person environment, prioritizing rapid progress and hiring individuals who are eager to succeed. Your MissionAs HockeyStack continues to expand, we are on the lookout for an outstanding Executive Assistant to the CEO to serve as a strategic ally and multiplier for our founder and executive team.This role transcends traditional administrative duties. You will anticipate needs, enhance operational efficiency, and ensure the CEO’s time is concentrated on the most impactful priorities. You’ll convert strategic goals into actionable plans, manage intricate workflows, and maintain alignment among the CEO and leadership team.Your position will place you at the heart of the organization, collaborating with investors, executives, clients, and partners. Ideal candidates will demonstrate exceptional organization, proactivity, technological proficiency, and ease in navigating a fast-paced, high-growth atmosphere.This high-trust, high-visibility role offers direct insight into company strategy and executive decision-making, allowing your contributions to resonate throughout the organization as you aid the CEO in precise execution and scaling efforts. What You’ll DoExecutive Support & LeveragePartner closely with the CEO — managing priorities, context-switching, and ensuring follow-through on execution.Proactively identify needs before they arise and solve issues rather than merely reacting to requests.Ensure alignment and efficiency across various teams and stakeholders.

Executive Assistant to the CEOAs the Executive Assistant to the CEO at Firecrawl, you will play a pivotal role in ensuring the seamless management of our CEO's calendar, communications, and commitments. This position demands a high level of trust, accuracy, and a commitment to excellence. Your main responsibility will be to guarantee that every aspect of the CEO’s schedule operates smoothly, ensuring that no important task is overlooked.Key Responsibilities:Calendar Management: Oversee the CEO's calendar with absolute clarity and organization, ensuring that every meeting is purposeful and well-prepared.Inbox Triage: Manage a high-volume inbox, prioritizing urgent matters and drafting timely responses to ensure that critical communications are addressed promptly.Follow-through on Commitments: Prepare briefing materials for meetings, track action items, and ensure that all commitments are executed effectively.

About RhythmsAt Rhythms, we are pioneering an innovative AI business execution system designed to make enterprises truly AI-native. This transformation redefines how organizations operate, execute, and scale their operations.Founded by successful entrepreneurs behind Chronus (acquired by PE) and Ally.io (acquired by Microsoft), we have secured a $26M seed funding round from esteemed investors including GreenOaks, Madrona, and Accel. Our achievements have been recognized by GeekWire, awarding us the 2024 Deal of the Year and nominating us as a finalist for the 2025 AI Innovation of the Year.Our platform revolutionizes the path to AI-native operations by seamlessly linking strategic planning and OKRs with daily execution and real-time progress tracking. Utilizing a multi-agent AI architecture, we integrate with tools like Slack, Teams, Jira, and Linear to automate workflows, provide predictive insights, mitigate risks, and enhance organizational memory that adapts and improves over time. Our enterprise clients trust us for delivering reliable agentic AI solutions essential for their key business processes.The RoleWe are seeking an Executive Assistant to collaborate closely with our CEO and co-founder. In this pivotal role, you will serve as the operational backbone, ensuring the CEO remains effective and the company operates seamlessly.Your responsibilities will encompass managing the CEO's calendar, communications, and operational processes while engaging in strategic initiatives that significantly influence business success—from coordinating hiring efforts to optimizing company operations and preparing for customer meetings. You will treat the CEO's time as the company's most precious resource, safeguarding it with utmost diligence.This position offers a high degree of trust and autonomy. You will gain insights into all facets of the business—product, strategy, customer relations, and hiring—and leverage this knowledge to anticipate needs proactively.