Executive Assistant

Tome; San Francisco (CA); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Equity

PTO 3 weeks

Health insurance

Winter holiday break

Work from home Wednesdays

Team events and offsites

Family leave 3 months

401k plan

Commuter stipend

Job summary

Lightfield is seeking an exceptional Executive Assistant to support three members of our leadership team in San Francisco. You’ll manage complex calendars, coordinate travel and logistics, plan company events and offsites, and keep the office running smoothly while solving operational problems as they arise.

You’ll become a trusted partner with significant autonomy, own scheduling decisions, help with recruiting coordination, and help scale processes as Lightfield grows.

Qualifications

• 4+ years supporting VP- or C-level leaders, preferably in fast-growing companies.
• Strong interpersonal judgment and professional communication.
• Proactively uses AI/automation to improve workflows.
• Excellent written communication and adaptability.

Responsibilities

• Manage executive calendars and priorities.
• Coordinate recruiting, travel, and logistics.
• Plan events and offsites, budgets, and vendors.
• Keep the office running smoothly and handle operational problems.
• Build scalable processes and automations.

Skills

Calendar management

Executive support

Travel logistics

Interpersonal skills

AI-forward

Tools

Google Workspace

Slack

Notion

DocuSign

Job description

• We’re a 45-person company, and we’re looking for an exceptional Executive Assistant to support three members of our leadership team and help make the company run exceptionally well
• This is a role with broad range and responsibility. You’ll manage executive calendars and priorities, coordinate recruiting, plan events and offsites, keep the office running smoothly, and take on operational problems as they arise
• The right person will become a deeply trusted partner to the leaders they support and an important part of how Lightfield operates. You’ll have significant trust, autonomy, and visibility across Lightfield, with the opportunity to shape how the company operates as we grow
• Help leaders operate at their best. Manage complex calendars, priorities, travel, and logistics. Learn how each person works, anticipate scheduling conflicts, protect important time, and make thoughtful decisions about what should move
• Take ambiguous problems from start to finish. You’ll often start with incomplete context and a desired outcome rather than detailed instructions. Find the context you need, make good decisions, and close the loop
• Deliver an exceptional candidate experience. Coordinate interview loops across candidates, interviewers, recruiters, and hiring managers. Keep the process fast, thoughtful, and organized
• Plan and run events. Own company offsites, team dinners, trade shows, conferences, and community events, from venues and vendors to travel, budgets, and execution
• Keep the office running smoothly. Own meals, supplies, deliveries, vendors, and the details involved in running a great workplace
• Handle the operational details. Manage travel, expenses, contracts, signatures, vendor onboarding, and other administrative work with speed and precision
• Make the role better over time. Improve how the work gets done. Build systems, automate repetitive tasks, introduce better tools, and create processes that scale as Lightfield grows

Benefits

• Meaningful early equity
• 3 weeks of PTO
• Health insurance (medical, dental, vision)
• 11 paid company holidays + we enjoy a winter holiday break
• Wednesdays work from home
• Regular team dinners, events, offsites, and retreats
• 3 months of paid family leave
• 401k plan
• Other perks include: commuter and lunch stipend

Resourceful and self-directed. You’re comfortable figuring out what to do when the path isn’t obvious and exercising judgment without waiting for detailed instructionsLow ego and high ownership. At Lightfield, everyone pitches in and no task or detail is too small when it helps the team succeed. You’re equally comfortable with high-stakes executive work and the practical details that keep the company runningAn exceptional operator. You’re highly organized and reliable. People trust that when you own something, it will happenExperienced. You have 4+ years supporting VP- or C-level leaders, ideally in a fast-growing company where you had meaningful autonomy and broad responsibilityStrong interpersonal judgment. You’re warm, perceptive, and professional, and know how to communicate effectively with different people and in different situationsAI-forward. You actively use AI and automation to work better, from automating workflows to synthesizing information and eliminating repetitive workFluent in modern workplace tools. You’re comfortable with Google Workspace, Slack, Notion, DocuSign, calendaring tools, and similar toolsA strong written communicator. You’ll draft on behalf of executives and communicate with candidates, investors, board members, vendors, and teammates. You adapt your voice, tone, and level of detail to the audience and the stakes