Executive Assistant

Handshake; San Francisco (CA); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Equity

401(k) match

Parental leave

Fertility benefits

Medical insurance

Dental insurance

Vision insurance

Wellness stipend

Learning stipend

Flexible PTO

Holidays

Job summary

Handshake, located in San Francisco, seeks an organized Executive Assistant to support four VP-level executives in an in-office role. You will manage complex calendars, coordinate meetings, arrange travel, and handle expenses while acting as a strategic partner to leadership.

This role emphasizes discretion, cross-functional collaboration, and improving processes. The position is based in downtown San Francisco, five days a week in the office, with a focus on culture, operations, and efficiency

Qualifications

• Provide executive support across VP-level leaders with confidentiality.
• Coordinate complex calendars and meetings for multiple executives.
• Plan travel and prepare detailed itineraries and expense reporting.
• Collaborate cross-functionally to drive initiatives and efficiency.
• Exercise sound judgment and maintain discretion under pressure.
• Leverage AI and automation to streamline administrative workflows.

Responsibilities

• Complex calendar management and meeting coordination across four VP-level executives.
• Schedule internal and external meetings; confirm attendance and prepare materials.
• Book travel (airline, hotel, ground transport) and create detailed itineraries.
• Manage expenses and expense reporting for executives.
• Anticipate needs, solve problems, and drive operational improvements.
• Support special projects and cross-functional initiatives; track deliverables.
• Plan team events and offsites; maintain culture and morale.
• Coordinate interviews between executives, team members, and candidates.
• Welcome executive guests and ensure polished, professional experiences.
• Communicate effectively and keep stakeholders informed across teams.

Skills

Executive support

Calendar management

Travel planning

Discretion

Communication

Organization

Project management

AI tools

Tools

Google Workspace

Slack

Zoom

Workday

Job description

About Handshake

Handshake was founded on a simple belief that everyone deserves a path to a great career, regardless of where they went to school or who they know. Today, we power 25 million job seekers, 1 million+ employers, and 1,600 educational institutions.

In 2025, we started Handshake AI and built the fastest-growing AI data business in history. We work directly with frontier AI lab researchers to create evaluations, publish benchmarks, and push the boundary of data. We’ve grown from $0 to ~$1B run rate and pay ~$60M to over 30K individuals every month.

Why join Handshake now:

• Shape how every career evolves in the AI economy, at global scale, with impact your friends, family and peers can see and feel

• Partner hand-in-hand with world-class AI labs, Fortune 500 partners and the world’s top educational institutions

• Work together with engineers, scientists, operators, and more from Palantir, Meta, Scale AI, and former YC founders

• Build a massive, fast-growing business with billions in revenue

About the Role

Handshake is seeking a highly organized, proactive, and strategic Executive Assistant to support four VP-level executives. This role is critical to ensuring our leaders operate efficiently and effectively, enabling them to focus on driving the business forward.

The ideal candidate thrives in a fast-paced environment, exercises exceptional judgment and discretion, anticipates needs before they arise, and seamlessly manages competing priorities. In addition to providing executive support, this individual will serve as a trusted partner across the organization, helping coordinate key initiatives, drive operational excellence, and foster a positive employee experience.

This position is based in downtown San Francisco and requires an in-office presence five days per week (Monday–Friday).

• Complex calendar management and internal and external meeting coordination across four VP-level executives, balancing competing priorities and maximizing executive effectiveness.

• Schedule internal and external meetings; follow up with guests to confirm attendance and help compile and prepare meeting materials.

• Assist with booking travel, including airline and hotel, and ground transportation arrangements, and prepare detailed itineraries for executives.

• Manage expenses and expense reporting for executive leaders.

• Act as a strategic partner to executives by anticipating needs, proactively solving problems, and identifying opportunities to improve efficiency and streamline operations.

• Support special projects and cross-functional initiatives on behalf of executive leaders, tracking key deliverables, deadlines, and follow-up items.

• Plan team events and offsites while maintaining a strong pulse on culture and team morale.

• Act as the team expert and go-to person for matters related to supported leaders and departments.

• Work closely with the recruiting team to coordinate interviews between executives, team members, and candidates, ensuring a seamless candidate experience.

• Serve as a welcoming representative of Handshake for executive guests, candidates, partners, and other visitors to the San Francisco office, ensuring a polished and professional experience.

• Coordinate meeting logistics, room setup, and executive hospitality for leadership meetings and key visitors.

• Keep relevant stakeholders informed and ensure information is effectively communicated throughout teams and the broader organization. Identify communication gaps and elevate issues when appropriate.

• Leverage technology, AI-powered tools, and process improvements to increase efficiency, automate routine tasks, and enhance executive support workflows.

• Exercise exceptional judgment and discretion while handling confidential business, personnel, and organizational matters.

• Collaborate closely with the broader Executive Assistant team, sharing best practices and providing support as needed.

Desired Capabilities

• 3-5 years of Executive Assistant experience supporting senior executives, preferably within a high-growth technology company or similarly fast-paced environment.

• Proven experience supporting multiple senior leaders simultaneously with exceptional attention to detail and prioritization skills.

• Outstanding verbal and written communication skills.

• Exceptional organizational and project management abilities with a strong bias toward action.

• Demonstrated ability to exercise sound judgment, maintain confidentiality, and navigate sensitive situations with discretion.

• High emotional intelligence and strong interpersonal skills, with the ability to build trust and influence across all levels of the organization.

• Resourceful, adaptable, and comfortable operating in ambiguity.

• Experience planning complex travel, offsites, team events, and executive meetings.

• Strong proficiency in Google Workspace and collaboration tools such as Slack, Zoom, Workday, and modern productivity platforms.

• Experience leveraging AI and automation tools to improve efficiency and streamline administrative workflows is a plus.

• Team-oriented mindset with a willingness to collaborate, share best practices, and support fellow members of the Executive Assistant team.

• Passion for problem-solving, continuous improvement, and delivering exceptional support.

Perks

Handshake delivers benefits that help you feel supported—and thrive at work and in life.

The below benefits are for full-time US employees.

Ownership: Equity in a fast-growing company

Financial Wellness: 401(k) match, competitive compensation, financial coaching

Family Support: Paid parental leave, fertility benefits, parental coaching

Wellbeing: Medical, dental, and vision, mental health support, wellness stipend

Growth: Learning stipend, ongoing development

Remote & Office: Internet, commuting, and free lunch/gym in our SF office

Time Off: Flexible PTO, 15 holidays + 2 flex days

Connection: Team outings & referral bonuses

Explore our mission, values, and comprehensive US benefits at joinhandshake.com/careers.