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