Executive Assistant

Omen AI; San Francisco (CA); On-site; USD 90,000 - 140,000; Full time

Benefits offered by this job

Flexible PTO

WFH setup stipend

Relocation support to San Francisco

Free food & snacks

Daily in‑office dinner provided

Job summary

Omen AI is seeking an experienced Executive Assistant to support the CEO and establish the operational foundation for our growing team in San Francisco. This role acts as the CEO’s force-multiplier, keeping the executive, office, and R&D facility running smoothly with meticulous tactical execution and high-level judgment.

Responsibilities include complex calendar management, hiring/onboarding coordination, deal sourcing support, global travel planning, event coordination, and running office

Qualifications

• 2–5 years of experience supporting founders or C‑level executives in a fast‑paced, high‑growth environment.
• In‑office 5 days a week at our SF office.
• High agency, strong judgment, and the ability to maintain composure and execute flawlessly under pressure.
• Crisp, tactful communication skills with an absolute commitment to discretion when handling highly sensitive or confidential information.
• Hands‑on, bias‑to‑action mentality; comfortable supporting both a corporate office and an R&D facility.
• Familiarity with ATS systems (e.g., Greenhouse), Apple Business Manager/MDM, vendor/procurement basics, event coordination, and light sales operations.

Responsibilities

• Be the CEO’s Force‑Multiplier: Anticipate needs, triage priorities, and protect the CEO’s time and energy with proactive planning and crisp execution.
• Complex Calendar Operations: Manage a dynamic, multi‑time‑zone calendar; sequence priorities; and make rapid, high‑judgment scheduling decisions.
• Drive Hiring & Onboarding: Coordinate pipelines, schedule interviews, run a stellar candidate experience, and own day‑one readiness (equipment, access, docs).
• Support Deal Sourcing: Research enterprise targets, build and maintain lists/CRM, coordinate intros, and track pipeline from lead to first meeting.
• Plan Global Travel: Book itineraries, lodging, ground transport, visas, and changes; optimize for cost and reliability.
• Produce Standout Events: Plan offsites, board meetings, enterprise partner visits, and team gatherings; manage vendors and budgets.
• Run Office Operations: Oversee facilities, vendors, supplies, and light finance/admin; support scaling office operations.

Skills

Executive support

Calendar management

Discretion

High judgment under pressure

Communication skills

Vendor management

Event coordination

Travel planning

Sales operations

Team support

Tools

Greenhouse ATS

Apple Business Manager/MDM

Job description

Who We Are Omen AI is building the diagnostic layer for the world’s most critical infrastructure. We are looking for an experienced, high-agency Executive Assistant to support our CEO and establish the operational foundation for our growing team.

The Role As our first Executive Assistant, you will be the CEO’s force‑multiplier and the operational backbone that keeps our people, office, and R&D facility running smoothly. This role requires a balance of meticulous tactical execution and high-level judgment. As we expand into highly sensitive enterprise environments, you will be trusted to handle confidential information, manage complex logistics, and maintain the highest standards of operational excellence while supporting a fast‑paced, rigorous team.

Core Responsibilities

Be the CEO’s Force-Multiplier: Anticipate needs, triage priorities, and protect the CEO’s time and energy with proactive planning and crisp execution.

Complex Calendar Operations: Manage a dynamic, multi‑time‑zone calendar; sequence priorities; and make rapid, high‑judgment scheduling decisions.

Drive Hiring & Onboarding: Coordinate pipelines, schedule interviews, run a stellar candidate experience, and own day‑one readiness (equipment, access, docs)—ensuring tight alignment with our security and compliance protocols.

Support Deal Sourcing: Research enterprise targets, build and maintain lists/CRM, coordinate intros, and track pipeline from lead to first meeting.

Plan Global Travel: Book itineraries, lodging, and ground transport for the team; manage visas and changes; optimize for cost, time, and absolute reliability.

Produce Standout Events: Plan offsites, board meetings, enterprise partner visits, and team gatherings—managing vendors, budgets, run‑of‑shows, and post‑mortems.

Run Office Operations: Oversee facilities, vendors, supplies, and light finance/admin (invoices, expenses), improving processes as you go. Support scaling office operations as the team rapidly grows.

Requirements

2–5 years of experience supporting founders or C‑level executives in a fast‑paced, high‑growth environment.

In‑office 5 days a week at our SF office.

High agency, strong judgment, and the ability to maintain composure and execute flawlessly under pressure.

Crisp, tactful communication skills with an absolute commitment to discretion when handling highly sensitive or confidential information.

Hands‑on, bias‑to‑action mentality; comfortable supporting both a corporate office and an R&D facility.

Familiarity with ATS systems (e.g., Greenhouse), Apple Business Manager/MDM, vendor/procurement basics, event coordination, and light sales operations.

• Flexible PTO
• WFH setup stipend
• Relocation support to San Francisco
• Free food & snacks
• Daily in‑office dinner provided