Executive Assistant

Vapi; San Francisco (CA); On-site; USD 110,000 - 170,000; Full time

Benefits offered by this job

Equity stake

Health coverage

Off-sites

Flexible time off

Meals & transport

Job summary

Vapi in San Francisco is seeking an exceptional Executive Assistant to support our CFO and Finance team, while also assisting the Head of Talent & People with calendaring and ad hoc tasks. This high-trust role thrives on creating order from chaos and anticipating needs to help executives operate at their highest level.

You'll manage complex schedules, travel, meetings, and confidential information, acting as a force multiplier across Finance, Talent, and leadership.

Qualifications

• 3+ years supporting VP-level or executive leaders in a fast-paced startup.
• Outstanding organizational skills and discretion with confidential information.
• Strong written and verbal communication.
• Proficient with Google Workspace, Slack, Notion, DocuSign, and AI tools.

Responsibilities

• Learn the priorities, operating rhythms, and communication styles of the CFO and Head of Talent & People.
• Take ownership of calendars, scheduling, travel, and meeting logistics.
• Build relationships across Finance and key cross-functional partners.
• Independently manage complex calendars, travel, expenses, and executive communications.
• Coordinate leadership meetings, board logistics, investor meetings, and Finance planning cycles.
• Own operational processes that keep the Finance organization running smoothly.
• Become a trusted partner who proactively identifies problems, removes friction, and keeps priorities moving.
• Drive cross-functional projects, improve operational workflows, and ensure nothing falls through the cracks.

Skills

Calendar management

Executive support

Discretion

Communication

Cross-functional coordination

Process improvement

Tools

Google Workspace

Slack

Notion

DocuSign

AI productivity tools

Job description

Why We’re Hiring This Role:

• We’re looking for an exceptional Executive Assistant to support our CFO and Finance organization while also providing calendaring and ad hoc support to our Head of Talent & People. This is a high-trust, high-impact role for someone who thrives on creating order from chaos, anticipating needs before they arise, and helping executives operate at their highest level. You’ll be a force multiplier across Finance, working with leaders, board members, investors, and cross-functional teams while handling highly confidential information with discretion.

What You’ll Do:

• 30 Day:

  • Learn the priorities, operating rhythms, and communication styles of the CFO and Head of Talent & People.

  • Take ownership of calendars, scheduling, travel, and meeting logistics.

  • Build relationships across Finance and key cross-functional partners.

• 60 Day:

  • Independently manage complex calendars, travel, expenses, and executive communications.

  • Coordinate leadership meetings, board logistics, investor meetings, and Finance planning cycles.

  • Own operational processes that keep the Finance organization running smoothly.

• 90 Day:

  • Become a trusted partner who proactively identifies problems, removes friction, and keeps priorities moving.

  • Drive cross-functional projects, improve operational workflows, and ensure nothing falls through the cracks.

  • Serve as the connective tissue across Finance, Talent, and executive leadership.

Who You Are:

• 3+ years supporting VP-level or executive leaders, ideally in a fast-paced startup.

• Exceptionally organized, proactive, and calm under pressure.

• Exercises outstanding judgment and discretion with confidential information.

• Strong written and verbal communicator.

• Comfortable with Google Workspace, Slack, Notion, DocuSign, and AI productivity tools.

• Thrives in fast-moving environments where priorities shift quickly.

• Takes ownership, follows through, and enjoys making executives and teams more effective.

How We Work:

• Build something worthy of love:

  • Craft matters. We aim to build products and experiences customers genuinely love, not just tolerate.

• Commit and follow through:

  • We finish what we start and build trust by being people others can count on.

• Why not today?:

  • We value urgency and momentum. The fastest path to customer value usually wins.

• Seek raw input:

  • We go directly to customers, data, and teammates instead of relying on summaries or assumptions.

• It’s our problem:

  • We operate as one team. We share credit, own mistakes together, and support each other when things get hard.

• Be direct and kind:

  • We give feedback clearly, respectfully, and without delay.

Why Vapi:

• Generational impact: Build the human interface for every business

• Ownership culture: Many of us are previous founders

• Kind team: The founders, Jordan and Nikhil, are Canadians

• Tier-1 Investors: YC, KP seed, Bessemer Series A

What We Offer:

• Real stake: We offer a competitive salary and excellent equity ownership

• Comprehensive health coverage: medical, dental, and vision plans

• Team love: We love hanging out, and we do quarterly off-sites

• Flexible time off: take what you need

• More: catered meals, transportation, gym, and a $10k annual L&D budget