Executive Assistant

Cacheflow

San Francisco (CA)

On-site

USD 120,000 - 150,000

Full time

14 days+

Get more replies from employers

Send a job-specific resume in minutes.

Benefits offered by this job

Equity in a fast-growing company

401(k) match

Parental leave

Mental health support

Wellness stipend

Learning stipend

Free lunch/gym in SF office

Holidays + flexible PTO

Team outings

Job summary

Handshake in San Francisco seeks an organized, proactive Executive Assistant to support four VP-level executives. This role ensures leaders operate efficiently, coordinating calendars, travel, and meetings while collaborating across the organization to drive initiatives and enhance the employee experience.

The successful candidate will manage complex schedules, prepare materials, coordinate interviews with the recruiting team, and serve as a polished in-office presence for executives and

Qualifications

3–5 years of Executive Assistant experience supporting senior executives.
Excellent written and verbal communication skills.
Strong organizational and project management abilities with bias toward action.
Ability to handle confidential information with discretion.

Responsibilities

Manage complex calendars and scheduling for four VP-level executives.
Coordinate internal and external meetings and prepare materials.
Arrange travel with detailed itineraries and expense reporting.
Act as strategic partner to executives, improving efficiency and operations.
Plan team events and maintain culture and morale.
Support recruitment coordination and interview scheduling.
Represent Handshake to guests and ensure professional onboarding.
Communicate updates across teams and elevate issues as needed.

Skills

Executive support

Calendar management

Travel planning

Stakeholder management

Communication

Discretion

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.