Executive Personal Assistant

About the job

Role Overview

Provide high-impact EA/PA support to a senior leader active in venture capital and a Stanford-based PhD program. You’ll own complex scheduling and email triage, coordinate frequent travel, and handle personal/lifestyle operations (family logistics, vendor coordination, remodel admin). You’ll also pitch in on light recruiting ops (job posts, screening, scheduling). Discretion, speed, and excellent judgment are essential.

Core Responsibilities

Executive Support
Calendar control: Schedule 4–5 meetings/day across time zones; manage holds, buffers, and rapid reshuffles.
Inbox management: Triage/prioritize, draft replies, track follow-ups, and maintain action lists.
Travel & logistics: Book flights, hotels, cars; build itineraries; handle changes; book restaurants/meeting spaces.
Docs & admin: Prepare agendas/briefs; maintain contact lists; capture notes and action items.

Personal/Lifestyle Support

Family coordination: School/childcare scheduling, appointments, drop-off/pickup coordination.
Home remodel/vendor ops: Liaise with contractors; collect estimates; track invoices and work orders; keep timelines current.
Payments & bills: Organize and submit invoices/receipts; coordinate bill pay per SOPs.

Recruiting & One-Off Projects

Hiring support: Draft job posts, publish to boards, screen resumes for criteria (e.g., 3–5 yrs exp), coordinate interviews.
Light research: Vendors, tools, service providers; compile concise options and recommendations.

Must-Haves

3+ years supporting a senior executive (EA/PA or operations) in fast-paced tech/startup, VC, or similar environments.
Mastery of calendar wrangling, email triage, and travel booking under shifting priorities.
Flawless discretion with confidential professional and personal information.
Clear, concise written and verbal English; proactive communicator who “closes the loop.”
Comfort running personal and professional workflows in parallel.
PST coverage (with ability to start ~7 a.m. PST when needed)

Nice-to-Haves

Experience coordinating home projects/remodels or multi-vendor workflows.
Prior exposure to recruiting/ATS processes.
Familiarity with Bay Area services, venues, and travel patterns

Tools

Google Workspace (Gmail, Calendar, Docs, Sheets)
Spreadsheets for trackers (Sheets/Excel)
Messaging/Meetings: Slack/Zoom (or similar)
Recruiting/ATS: Greenhouse, Lever, Workable (any is fine; willing to learn the chosen system)
Bill pay/expenses: Experience with tools like Bill.com/Expensifyis a plus

What Success Looks Like

30 days: Clean, reliable calendar & inbox systems; travel templates and vendor/remodel tracker in place; clear daily brief.
60 days: Meetings and personal logistics run on rails; recruiting pipeline active; zero dropped balls.
90 days: Anticipatory support; SOPs documented; exec time consistently protected; measurable time saved weekly.

Executive Personal Assistant