Executive Assistant

About the Company

We are revolutionizing the marketing and revenue operations for architecture, engineering, and construction (AEC) firms. Our AI-powered platform is designed to streamline the complex workflows of companies that build our physical world, moving them beyond outdated reliance on spreadsheets and tribal knowledge. We are an early-stage, fast-paced company with a strong customer focus, aiming to establish the definitive system of record for AI in the AEC industry.

About The Role

This is a pivotal role for an Executive Assistant who thrives on ensuring operational efficiency and enabling leadership to focus on strategic priorities. You will initially support the CEO, with the potential to assist 1-2 additional executives as the company expands. Your primary objective is to identify and eliminate time leakage, optimizing the executives' schedules by minimizing context switching, unnecessary meetings, and inefficient communication. You will possess the foresight to anticipate needs, such as understanding the urgency of client communications or proactively protecting executive thinking time.

This position is based in San Diego and operates on a hybrid model, balancing in-office collaboration with remote focus time.

What You’ll Do

• Strategically manage and protect executive time without acting as a rigid gatekeeper.
• Masterfully handle a complex executive calendar across multiple time zones, anticipating future executive additions.
• Proactively identify and eliminate inefficiencies in scheduling and communication, such as reducing unnecessary meetings or optimizing meeting durations.
• Exercise sound judgment in prioritizing competing requests and making informed tradeoff decisions.
• Develop and maintain executive schedules that accurately reflect core business priorities.
• Safeguard dedicated blocks for deep work, treating them with the same importance as client meetings.
• Develop and implement automations to enhance efficiency, leveraging available tools effectively.
• Serve as the primary point of contact for external stakeholders including clients, investors, partners, and candidates interacting with the CEO.
• Prioritize client needs with a bias towards prompt and effective resolution.
• Draft and dispatch communications on behalf of the CEO.
• Rigorously triage inbound communications, determining appropriate response times and escalation paths.
• Handle sensitive and confidential information related to board matters, fundraising, hiring, and client issues with utmost discretion.
• Orchestrate comprehensive domestic and occasional international travel arrangements, including flights, accommodation, ground transportation, and expense reconciliation.
• Coordinate logistics for visits to client sites, industry conferences, and regional AEC offices.
• Organize and manage offsites, dinners, and client engagements both locally and during travel.
• Provide discreet support for personal matters that may impact professional effectiveness, ensuring seamless operations.
• Undertake discrete project management tasks as needed, contributing to various functional areas such as vendor contracts, event planning, or recruitment support.

What You’ve Done

• Accumulated 3-5 years of experience providing high-level support to founders or senior executives, preferably within a startup or dynamic tech environment.
• Demonstrated ability to keep pace with a high-output executive in a fast-paced setting.
• Proven experience in comprehensive travel planning beyond basic booking, including managing disruptions effectively.
• Excellent written communication skills.
• A track record of handling confidential information with unwavering discretion.
• Proficiency with Google Workspace, Slack, and adaptability to new technological tools.

What Makes Someone Great Here

• A proactive communication style, ensuring stakeholders are consistently informed.
• A strategic mindset, focusing on understanding objectives before planning execution.
• The initiative to establish processes where none exist.
• Exceptional attention to detail, ensuring no task is overlooked.
• A problem-solving approach, presenting solutions alongside identified issues.
• A strong sense of client urgency, mirroring that of senior leadership.
• A genuine curiosity or enthusiasm for the AEC industry, with a willingness to learn.
• While startup or AEC experience is advantageous, demonstrated judgment and capability are paramount.