Executive Assistant

Protogon Holdings, Inc.; San Diego, Northern (CA, KY); Hybrid; USD 85,000 - 125,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Commuter benefits

FSA

HSA

Vacation policy

Job summary

Protogon Research in San Diego is seeking an Executive Assistant to serve as a trusted partner to the CEO. You will handle scheduling, travel, communications, and operations, ensuring priorities run smoothly in a fast-paced environment.

You will be deeply embedded in the CEO's day-to-day life, managing calendar accuracy, coordinating across internal teams and external contacts, and maintaining project tools like Asana, Notion, and Slack to keep everything on track.

Qualifications

• 4+ years supporting founders or C-level executives in startups.
• Strong scheduling, communications, and logistics accuracy.
• Experience coordinating across internal teams and external partners.
• Ability to handle confidential information with discretion.

Responsibilities

• Own the CEO's calendar end-to-end with 100% accuracy.
• Coordinate high-volume communications across channels.
• Maintain Asana as the single source of truth.
• Manage business and personal travel with detailed itineraries.
• Liaise with internal teams, bookkeepers, CPAs, attorneys and others.
• Support bookkeeping and financial coordination.
• Handle personal logistics and day-to-day errands.
• Assist with strategic and confidential projects.

Skills

Executive communication

Calendar management

Time prioritization

Discretion and trust

Attention to detail

Problem solving

Cross-functional coordination

Anticipatory thinking

Tools

Google Calendar

Google Drive

Slack

Asana

Notion

Job description

Protogon Research is a small, VC-backed team based in San Diego, CA, led by serial entrepreneur Rafael Cosman, co-founder of Archblock and the TrueFi DeFi protocol. We design autonomous AI systems and deploy them directly into financial markets through proprietary trading. This is where research meets the real world, and where models must perform, adapt, and improve continuously.

Financial markets provide clear feedback and real consequences, which gives us several key advantages:

• Clear feedback: progress is measurable, and weaknesses surface immediately, forcing our systems to move beyond simple pattern recognition or emulating human behavior toward deeper understanding and super-human performance.
• Long-term focus: unlike traditional quant funds, we're optimizing for the long-term success of our AI technology, not short-term profits.
• Original work: unlike much of the AI industry, we're not layering a thin wrapper over existing models. Our work is original, proprietary, and defensible.

We're seeking a talented Executive Assistant with experience serving as a trusted partner to senior executives and founders in fast-paced environments. This role will support the CEO across scheduling, travel, communications, operations, and day-to-day logistics, helping ensure both business and personal priorities run smoothly and efficiently. We work in-person and are looking for candidates based in or willing to relocate to the San Diego area.

Responsibilities and Expectations

The core focus of this role is optimizing every aspect of the CEO's schedule, travel, communications, and operations, so that he can focus on strategic priorities. You will be deeply embedded in the day-to-day life of the CEO, managing everything from business communications and office operations, to his professional and personal calendar and travel, taking projects off his plate wherever possible. The right candidate is someone who can juggle many tasks and projects without dropping a single ball.

• Own the CEO's calendar end-to-end: Proactively schedule, prioritize, and coordinate meetings with key stakeholders while optimizing for efficiency and accuracy. Maintain the calendar with 100% accuracy, ensuring every event includes the correct time, location, address, video/dial-in details, and all relevant context.
• Drive a high response-rate standard across all communication channels: Triage and respond to email, Slack, text, and other communications promptly, escalating priorities and converting requests into trackable follow-ups in Asana.
• Maintain Asana as the single source of truth: Capture every task, project, commitment, and follow-up in Asana and keep it meticulously up to date so nothing falls through the cracks.
• Manage business and personal travel: Book flights, hotels, transportation, and reservations; create clear, detailed itineraries; and coordinate logistics seamlessly while the CEO is on the go, making sure that every hour and every trip is optimized.
• Coordinate across the CEO's business and personal network: Liaise with internal teams, bookkeepers, CPAs, attorneys, property managers, consultants and other contacts to move as many tasks and projects off the CEO's plate as possible, with an emphasis on keeping his time focused on the highest strategic priorities.
• Support bookkeeping and financial coordination: Track receipts, budgets, invoices, and related follow-ups, collaborating with the CEO's personal and business bookkeeping teams as needed.
• Handle personal logistics and day-to-day errands: Provide hands-on support including packing for trips and other personal tasks as required.
• Assist with strategic and confidential projects: Support high-priority initiatives with discretion, sound judgment, and the highest level of confidentiality.

Who You Are

• Experienced Executive Assistant: 4+ years supporting founders or C-level executives in a startup or high-growth environment. You know the pace, the stakes, and what it takes.
• Perfectionist: Obsessively accurate and thorough, especially in scheduling, communications, and logistics. Small errors don't get past you; nothing slips through the cracks.
• Operationally Minded: You build structure, not just execute tasks. You spot inefficiencies and implement automations and repeatable processes to fix them.
• Anticipatory Thinker: You stay ahead of the CEO's needs, resolving potential issues before they surface.
• True Right-Hand Partner: You take initiative, exercise sound judgment, and know when to escalate. Trusted, not just task-oriented.
• Tech Proficient: Fluent in Google Calendar, Google Drive, Slack, Asana, and Notion. Quick to pick up new tools.
• Discreet and Trustworthy: Handles sensitive information with care and professionalism at all times.
• Licensed Driver: Valid driver's license required.

Nice to Have:

• Familiarity with AI tools and modern productivity platforms (e.g., ChatGPT, Claude, automation tools) to improve efficiency and reduce manual work.
• Experience building or documenting operational processes and SOPs in a fast-moving environment.
• Interest in technology, AI, or venture-backed startups — genuine curiosity about the space is a plus.
• Prior exposure to financial coordination, bookkeeping workflows, or working alongside CPAs and finance teams.

What We Offer:

• Comprehensive Benefits Package: Medical, dental, and vision coverage designed to support you and your family's well-being.
• Financial & Wellness Support: 401(k), Commuter, FSA, and HSA programs, and additional benefits to support long-term stability.
• Flexible Time Off & Work-Life Balance: Generous vacation, sick leave, and company holidays, with flexibility to recharge when needed.

Additional Information

• Hours & Availability: This is a full-time, in-person role based in San Diego, generally Monday–Friday during standard business hours. Given the nature of supporting a CEO, occasional flexibility outside normal hours may be needed for time-sensitive matters or travel coordination.
• This role requires current authorization to work in the United States; Protogon Research is not able to provide visa sponsorship at this time.