Executive Assistant & Operations
San Francisco, CA$100k - $120kFull-timePosted 3mo ago
About the role
Executive Assistant & Operations at a YC-backed AI startup. In-person role based in San Francisco, CA with a focus on high-context operational systems to support founders by managing calendars, communications, meetings, hiring, HR/admin, office ops, and AI-assisted workflows.
Responsibilities
- ⊹ executive assistance -- scheduling, travel, logistics, reminders, occasional personal tasks, and making sure the founders are never surprised by their own calendar
- ⊹ inbox and communication ops -- email triage, follow-ups, drafts, vendor threads, candidate coordination, and making sure important messages do not disappear
- ⊹ meeting operations -- agendas, prep docs, Circleback/transcript cleanup, action items, follow-up owners, and calendar hygiene
- ⊹ conference and event ops -- registrations, flights, hotels, booth materials, meeting schedules, dinners, prep docs, and follow-up lists
- ⊹ hiring ops -- Ashby hygiene, candidate scheduling, trial logistics, interview coordination, offer paperwork support, and onboarding checklists
- ⊹ HR and company administration -- payroll coordination, benefits, legal docs, vendor follow-up, invoices, insurance, compliance reminders, and recurring company obligations
- ⊹ office ops -- meals, supplies, equipment, repairs, guests, workspace setup, and everyday friction removal
- ⊹ founder prep -- agendas, briefs, printed materials, reminders, daily priorities, post-meeting follow-through, and keeping decisions from floating away
- ⊹ contractor coordination -- videographer, designer, content support, agencies, vendors, and one-off specialists
- ⊹ AI-assisted operations -- using Claude Code, Codex, and internal agents to search context, draft, reconcile, summarize, update systems, and make repetitive work disappear
- ⊹ knowledge base hygiene -- keeping the parts of the company brain you touch clean, current, and useful
Qualifications
- comfortable with tools -- Google Workspace, Slack, Ashby, Attio, Linear, spreadsheets, calendar systems, HR tools, and AI tools
- fast learner -- productive in a new system within days
- strong writer -- natural voice, clean formatting, drafts that don't need editing
- taste -- output that looks rough or reads like a bot bothers you
- systems thinker -- sees a recurring task as a design flaw, not a to-do item
- operationally obsessive -- calendars, inboxes, docs, vendors, candidate flows, event plans, and reminders stay current
- high-trust -- confidential information stays confidential, and sensitive details do not fall through cracks
- cares deeply -- the work feels personal, the details are never someone else's problem
Skills
Required:Executive assistanceInbox and communication opsMeeting operationsHiring operations
Nice to have:HR and adminOffice operationsKnowledge base hygiene
Benefits
- Full health, dental, vision; daily meals
- In-person SF, 6 days/week; occasional remote flexibility for personal travel with advance notice
Last updated Sep 9, 2026. Interested? Apply on the company site.
About Prox
Your digital co-workers built for logistics.
Prox is building digital co-workers for 3PLs and fulfillment centers - companies that store, pack, and ship for brands. We automate back-office operations layer that burns billions of labor hours across the industry.
robotic-process-automationlogisticsretailautomationai
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