Executive Assistant, CEO Office

Location: San Jose, CA (On-site)
Annual salary:USD 100,000 - USD 135,000
Type: Full-time
Reports to: Chief of Staff, CEO office

The Role

This is not a typical Executive Assistant position. You will be embedded within our CEO Office, working directly with the CEO and Chief of Staff as a critical operational partner in a high-velocity environment. You'll manage a diverse portfolio spanning executive support, office operations, product review logistics, and cross-functional coordination. This role requires someone who thrives in ambiguity, exercises impeccable judgment, and can shift seamlessly between strategic projects and hands-on execution.

Given the nature of this role, you will have access to highly confidential and sensitive company information. Discretion is non-negotiable.

Key Responsibilities

• Manage complex scheduling for internal and external meetings for CEO Office across global time zones
• Coordinate domestic and international travel arrangements for CEO Office
• Conduct product research based on CEO’s requests to support leadership decision-making
• Coordinate demo preparation logistics for CEO with Content Ops, Marketing and Facility including procurement, research, and packing lists
• Maintain robust tracking systems for requests, action items, and follow-ups across the CEO Office — ensuring clear ownership, status visibility, and timely closure
• Provide flexible, responsive support in a fast-paced environment with variable hours
• Coordinate product review meetings and prepare agendas and pre-meeting materials
• Event planning (team events, offsites, support with external meetings). Responsible for management & coordination related to venue/vendor sourcing & logistics, agenda coordination & presentation logistics
• Serve as the on-site office administration point of contact, including supporting executive workspace needs

Who You Are

Required Qualifications

• 5+ years of experience as an Executive Assistant, extensive experience within a technology or a rapidly scaling company
• Proven ability to handle confidential information with the utmost discretion and professionalism
• Exceptional organizational skills with an almost obsessive attention to order — you bringMarie Kondoenergy to everything from calendars and documentation systems to event logistics and physical workspaces. Chaos doesn't stand a chance around you.
• Track record of building and maintaining organized systems for tracking requests, follow-ups, and information flow — you ensure nothing gets lost, delayed, or forgotten across multiple workstreams.
• Strong written and verbal communication skills
• Proficiency in Google Workspace, Slack, Notion and presentation tools
• Experience with event planning and office operations
• Ability to manage multiple priorities and pivot quickly in a dynamic environment

Preferred Qualifications

• Experience in consumer tech, gaming, or hardware companies
• Background in supporting executives with external communications (PR, media)
• Experience with metrics reporting and deck creation

Mindset & Attributes

• Tech-savvy with a strong interest in using technology to improve work efficiency
• You are unfazed by ambiguity and comfortable operating without a playbook
• You anticipate needs before they arise
• You create order out of chaos — whether it's structuring the CEO Office's week, organizing a demo kit, or ensuring every file, folder, and follow-up has a home. Your systems are intuitive, your spaces are tidy, and nothing slips through the cracks.
• You are low-ego and high-accountability
• You understand that supporting a CEO Office in a fast-growing startup means flexibility — if you expect predictable 9-to-5 hours, this role is not for you
• You are a self-starter who takes ownership and follows through relentlessly