Executive Assistant

LandingAI, Inc.; Palo Alto (CA); On-site; USD 60,000 - 100,000; Full time

Job summary

Join a fast-growing AI company as an Executive Assistant, where you will support senior executives in optimizing their time and ensuring smooth operations. This role is perfect for an organized and proactive individual who thrives in a dynamic environment. You'll manage complex scheduling, coordinate travel, and support various administrative tasks, all while collaborating with cross-functional teams. If you're eager to make a significant impact in a company transforming industries through visual AI, this is the opportunity for you.

Benefits

Comprehensive medical, dental, and vision plans

Fitness stipend

Education stipend

Generous paid time off

Retirement plan

Regular virtual and in-person events

Qualifications

• 5+ years of experience in administrative roles, especially supporting C-Suite executives.
• Strong organizational skills to manage complex calendars and shifting priorities.

Responsibilities

• Provide direct administrative support to the CEO and VP of Engineering.
• Manage complex calendars and coordinate travel logistics.

Skills

Organizational Skills

Verbal Communication

Written Communication

Calendar Management

Travel Coordination

Discretion and Trust

Tech-Savvy

Education

Bachelor's Degree in Business Administration

Tools

Google Workspace

Slack

Zoom

Job description

About LandingAI:

LandingAI is revolutionizing Visual AI by building cutting-edge platforms that help enterprises unlock the power of their visual data. Our key products include:

- LandingLens – Our flagship enterprise solution for labeling, training, and building deep learning vision models.

- VisionAgent – A generative Visual AI application builder that accelerates the development and deployment of vision-enabled applications.

Founded by Andrew Ng, co-founder of Coursera, founding lead of Google Brain, and former chief scientist at Baidu, LandingAI is uniquely positioned to lead the development of AI from a technology that benefits a few to a technology that benefits all.

About the Role:

As an Executive Assistant at LandingAI, you will play a critical role in supporting senior executives, including the CEO and the VP of Engineering, in their day-to-day responsibilities. You’ll be a trusted partner, ensuring their time is optimized, priorities are executed efficiently, and internal operations run smoothly.

We are looking for a proactive and hands-on Executive Assistant who is eager to take ownership of both administrative and operational responsibilities. In this role, you’ll manage complex scheduling and calendar coordination for multiple executives while also supporting a wide variety of office, operations, and administrative tasks. You’ll collaborate cross-functionally, contribute to internal processes, and help drive projects forward.

The ideal candidate is an energetic and highly organized professional who thrives in fast-paced environments, is comfortable wearing multiple hats, and works independently with sound judgment.

This is an exciting opportunity to join a fast-growing AI company that is transforming the way industries leverage computer vision and data to solve real-world problems.

What you’ll do:

• Provide direct administrative support to the CEO and VP of Engineering, collaborating closely with internal teams to ensure smooth daily operations.
• Manage dynamic and complex calendars for both executives, prioritizing and aligning schedules across internal and external stakeholders.
• Anticipate scheduling conflicts, provide strategic recommendations, and ensure both executives are well-prepared with relevant agendas, briefing documents, and context for each engagement.
• Coordinate detailed domestic and international travel logistics, including itineraries, bookings, and documentation.
• Track key action items and ongoing projects, following up to ensure timely execution and accountability.
• Partner with the Operations and People teams to support cross-functional initiatives as needed.
• Oversee key office logistics such as shipping, equipment setup, and general support for a hybrid team.
• Support miscellaneous administrative or operational needs as they arise.
• Maintain a high level of discretion, professionalism, and trust when handling sensitive information.

What you will bring:

• Bachelor’s degree in Business Administration or a related field is a plus.
• A minimum of 5 years of experience in administrative roles is required, with a strong preference for experience supporting C-Suite executives.
• Strong organizational skills and follow-through, with the ability to manage complex calendars and shifting priorities seamlessly.
• Excellent verbal and written communication skills, including experience drafting or editing executive-facing materials.
• Experience coordinating meetings, travel, and events, with strong planning and logistics skills.
• Strong service orientation and responsiveness in working with both internal and external stakeholders.
• Ability to build trust-based, productive relationships across all levels of the organization.
• High degree of discretion and sound judgment in handling confidential and sensitive information.
• Skilled at managing multiple tasks and shifting priorities with calm and efficiency
• Proactive and resourceful mindset, with a strong sense of ownership and urgency
• Adaptable and comfortable wearing multiple hats in a fast-paced startup environment
• Tech-savvy and quick to learn new tools; proficient in Google Workspace, Slack, Zoom.
• Comfortable navigating ambiguity and working independently with minimal direction.

Landing AI Benefits:

• Health: Our people and their dependents* are covered by comprehensive medical, dental, and vision plans.
• Wellness: We offer a fitness stipend to be used on well-being and fitness programs.
• Lifelong learning: With an education stipend, you are encouraged to keep learning and growing.
• PTO: We provided generous paid time off* so you can strive toward a balanced lifestyle.
• Retirement: We offer retirement plan* to help you plan for you future!
• Events: We love having fun! We set up regular virtual and in person events to connect with each other.
• Global Citizen: Our people reside in North America, Latin America, and Asia. Come and join our global network!

To be successful at LandingAI, you will have to fit well with our Landing AI Principles. Please take time to read and understand them as they define who we are and what we look for in our candidates.

This is a full-time position based in or around Palo Alto, California. You must already have, or be able to obtain, authorization to work in the United States.