What are the responsibilities and job description for the Executive Assistant to CEO at Mission-driven AI Startup position at Bloom Talent?
Early-stage AI startup focused on identifying embedded biases in AI systems is seeking an Executive Assistant to provide holistic support to their CEO. This venture-backed company recently secured significant institutional funding and is positioned for rapid growth. This role combines core EA responsibilities with personal assistance elements as you'll manage the CEO's active schedule and email communications, handle travel logistics, capture detailed meeting notes, track action items, and ensure the CEO is fully prepared for numerous speaking engagements and travel obligations. You will also oversee light office operations for the office to run smoothly. Someone with exceptionally high standards for detail and written communications along with strong interpersonal skills and high EQ. This is a hybrid role, 1-2 days/week based in Venice or as needed. 120-140K DOE equity, benefits, 401k, and flexible PTO!
Responsibilities:
- Proactively manage the CEO's calendar. Coordinate scheduling with stakeholders and prioritize commitments efficiently. Holistically thinking through the schedule to ensure seamless coordination of personal and professional activities.
- Manage a dynamic email inbox, including triaging emails, drafting responses, and ensuring timely follow-ups.
- Handle travel arrangements, including booking flights, accommodations, and coordinating logistics for both professional and personal trips. Provide occasional travel booking support for additional leadership team members when required.
- Oversee trip and speaking engagement preparation, ensuring all necessary items, such as attire, equipment, and accommodations, are in place.
- Prepare the CEO for meetings by gathering relevant bios and materials, taking notes, and providing key details.
- Assist in presentation preparation, collaborating with video editors, and ensuring materials are polished and professional.
- Track key relationships, ensuring strategic connections are maintained and leveraged effectively during travel and engagements.
- Manage office vendor relationships and oversee local operational tasks, including printing materials for speaking engagements.
- Process expenses and maintain records and documentation.
- Execute ad hoc projects and operational tasks.
Qualifications:
- Previous experience as an Executive Assistant ideally in a high-growth startup supporting senior leaders.
- Highly organized with exceptional attention to detail and the ability to manage multiple priorities efficiently.
- Strong writing and communication skills, with the ability to adapt tone and style to represent leadership effectively.
- Proactive and resourceful, with a problem-solving mindset and a willingness to take initiative.
- Adaptable and flexible. Comfortable working in high-growth startup environments with evolving needs.
- Strong interpersonal skills. Ability to read the room, understand dynamics, and navigate professional interactions effectively.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Tech-savvy. Experience using GSuite, Slack, HubSpot, and workflow management tools as well as have awareness of modern security protocols and best practices for handling digital communications.
- Familiarity with AI tools such as ChatGPT, DeepSeek, and Claude is preferred.
*Please Note: Your application will be considered for all open positions. You do not need to apply for multiple roles.
