Executive Assistant

artificial intelligence and robotics laboratory (itu air lab); San Francisco (CA); On-site; USD 125,000 - 140,000; Full time

Job summary

Air seeks an experienced Executive Assistant to support our Chief Product and Technology Officer (CPTO) in a fast-growing, mission-driven environment. This role demands proactive partnership, exceptional organization, and the ability to manage competing priorities with urgency and discretion.

You will own the CPTO’s schedule, coordinate internal/external communications, and handle travel, expenses, and leadership offsites across multiple time zones. Travel may be up to 10% as needed.

Qualifications

• 5+ years of experience as an Executive Assistant supporting C-suite or senior executives, ideally with additional office management or workplace operations experience in a high-growth technology or startup environment.
• Experience working in ambiguous and fast-paced environments
• Experience with AI tools (e.g. Google Gemini, Claude) and embedding them to operational and organizational work

Responsibilities

• Own end-to-end executive support for the Chief Product and Technology Officer (CPTO), expertly managing evolving priorities, schedules, and daily operations across time zones, optimizing time and commitments while anticipating needs, resolving conflicts, and independently solving logistical challenges
• Build strong relationships with internal and external stakeholders, serving as a trusted point of contact on behalf of the CPTO and ensuring timely, thoughtful follow-through
• Manage incoming and outgoing communications, track follow-ups, action items, and commitments to ensure seamless execution across the Product and Engineering teams across multiple time zones
• Prepare and distribute meeting agendas, pre-reads, and post-meeting follow-ups to drive clarity and accountability
• Coordinate complex travel arrangements, including flights, ground transportation, accommodations, and detailed itineraries; proactively adjust as plans change
• Maintain accurate expense reporting
• Support planning and execution of leadership offsites, strategy sessions, and company events as needed
• Contribute to cross-functional initiatives, special projects, and evolving administrative priorities
• Serve as the primary onsite point of contact for SF employees, visitors, candidates, and visiting executives, ensuring a polished and welcoming workplace experience
• Manage day-to-day office needs within the coworking environment, including access, meeting spaces, supplies, mail and deliveries, workplace readiness, and issue resolution

Skills

Executive Support

C-suite experience

Ambiguity management

Communication skills

Travel coordination

Education

Bachelor's Degree

Tools

Google Gemini

Claude AI

Job description

Company Description

Air is the leader in Enterprise Readiness. Our mission is to establish readiness as a real-time condition that is continuously achieved. Today, a dangerous Readiness Gap exists between what the front line needs and what is delivered. Our AI-native platform, Air Enterprise Readiness, aligns development, production, delivery, and sustainment into one coordinated execution system for government agencies and industrial suppliers. By revealing true capacity, exposing real constraints, coordinating resources, and executing at the speed of operational demands, the front line gets what it needs to succeed.

Job Description

We are seeking an experienced Executive Assistant to support our Chief Product and Technology Officer (CPTO), serving as a critical partner in enabling leadership effectiveness at a rapidly growing, mission-driven company. This role is ideal for someone who thrives in a high-growth environment, anticipates needs before they arise, and can seamlessly manage constant re-prioritization.

In order to do this job well, you must be a trusted partner with a relentless intolerance of mediocrity. You manage complexity to maximize availability and the high-touch engagement model of Air executives. You are exceptionally organized, proactive, discreet, and able to manage competing priorities with sound judgment and urgency. You are also scrappy and resourceful, comfortable rolling up your sleeves to solve problems (Swiss Army Knife mentality). You thrive behind the scenes, take ownership without waiting for direction, and understand that no detail is too small when it comes to enabling exceptional execution and advancing a critical mission.

This role may require up to 10% travel.

Scope of Responsibilities

• Own end-to-end executive support for the Chief Product and Technology Officer (CPTO), expertly managing evolving priorities, schedules, and daily operations across time zones, optimizing time and commitments while anticipating needs, resolving conflicts, and independently solving logistical challenges
• Build strong relationships with internal and external stakeholders, serving as a trusted point of contact on behalf of the CPTO and ensuring timely, thoughtful follow-through.
• Manage incoming and outgoing communications, track follow-ups, action items, and commitments to ensure seamless execution across the Product and Engineering teams across multiple time zones
• Prepare and distribute meeting agendas, pre-reads, and post-meeting follow-ups to drive clarity and accountability
• Coordinate complex travel arrangements, including flights, ground transportation, accommodations, and detailed itineraries; proactively adjust as plans change
• Maintain accurate expense reporting
• Support planning and execution of leadership offsites, strategy sessions, and company events as needed
• Contribute to cross-functional initiatives, special projects, and evolving administrative priorities
• Serve as the primary onsite point of contact for SF employees, visitors, candidates, and visiting executives, ensuring a polished and welcoming workplace experience.
• Manage day-to-day office needs within the coworking environment, including access, meeting spaces, supplies, mail and deliveries, workplace readiness, and issue resolution.

Qualifications

• U.S. Citizenship is required
• Bachelor’s Degree

Required Skills:

• 5+ years of experience as an Executive Assistant supporting C-suite or senior executives, ideally with additional office management or workplace operations experience in a high-growth technology or startup environment.
• Experience working in ambiguous and fast-paced environments
• Experience with AI tools (e.g. Google Gemini, Claude) and embedding them to operational and organizational work
• Capable of producing high-quality content on short deadlines
• Ability to manage multiple streams of work and plan, organize, and prioritize appropriately
• Fast learner and able to work independently with minimal supervision
• Exceptional attention to detail; ability to consistently produce timely and error-free work
• Excellent written and verbal communication skills
• Superb judgment and proven ability to handle confidential information
• Highly proactive and resourceful self-starter with a demonstrated ability to anticipate needs, solve problems independently, and operate effectively with minimal supervision.
• Enthusiastic team member with a positive disposition and attitude

Desired Skills:

• Active U.S. security clearance or the ability to obtain one with our sponsorship.
• Experience working directly with Product, Engineering, or Defense Tech leadership teams.

Base salary for this role is estimated to be $125,000 - $140,000/year.

We firmly believe that past performance is the best indicator of future performance. If you thrive while building solutions to complex problems, are a self-starter, and are passionate about making an impact in global security, we’re eager to hear from you.

Air is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability and protected veterans status or any other characteristic protected by law.