Executive Assistant

Idlexperts

San Francisco (CA)

On-site

USD 70,000 - 110,000

Full time

14 days+

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Benefits offered by this job

Healthcare

401(k)

15 days PTO

Free meals in office

Relocation assistance

Small, ambitious team

Job summary

idler is a frontier data research lab in San Francisco seeking an in-person Executive Assistant to support the three co-founders and the team. You anticipate needs, handle logistics, and ensure guests feel cared for, enabling colleagues to focus on their work.

This role blends hospitality, travel planning, vendor coordination, budget awareness, and proactive problem solving. If you thrive in a fast-paced startup and value discretion, join idler to help scale our operations.

Qualifications

Two or more years supporting an executive, founder, or small team, or running event or hospitality operations.
Experience managing a budget and negotiating with vendors.
Clear, warm writing. You’ll write to candidates, guests, and vendors on our behalf.
A system for tracking commitments that you can describe to us.

Responsibilities

Plan travel for the co-founders and team — book flights, hotels, and transport; have a backup plan ready if needed.
Run moments that matter — plan dinners, offsites, onboarding, and events from venue to cleanup.
Host candidates and visitors — schedule onsite, book hotel, arrange meals, greet arrivals.
Remember people — track what others care about and send thoughtful items.
Look after the office and vendors — stock snacks, coffee, supplies; arrange desks and tech.
Take on weekly priorities — dinner reservations, expense reports, upcoming events.
Build systems rather than one-off solutions — document what worked for future use.

Skills

Executive support

Budget management

Vendor negotiation

Clear writing

Job description

About idler

idler is a frontier data research lab. We build the evals and environments that the world’s leading frontier labs use to measure and train their models.

After raising a $9m seed round led by Paradigm, we spent the last year developing coding evals for top coding models you know and love. At the same time, we’ve expanded into other domains besides coding: RSI & Auto-Research, Law, Enterprise Business, Cybersecurity, and others. Now, we are facing more lab demand for our data than we can serve, and are rapidly scaling the team to grow the business.

Our approach to creating training data scales using technology, and all of our data products are built on a unified self-reinforcing platform that learns through experience.

You would be joining a close-knit team that has reached product market fit, and your work would directly help to multiply our revenue.

You can see some of our work here: https://idler.ai/collections

About the Role

A phenomenal Executive Assistant is uniquely observant and thoughtful. You notice what people need before they ask, and you take care of it in a way that makes them feel thought about. When you do this job well, the people around you spend their time on their work instead of on logistics.

You’ll work closely with our three co-founders and the team, and with the candidates, visitors, and partners who spend time with us.

This role combines hospitality, logistics, and good judgement. You’ll switch between tasks often. You’ll handle problems before they reach anyone else, and you’ll know when to decide on your own and when to ask. Most of all, you’ll be someone we trust: with our guests, our plans, and the things we tell you in confidence.

In this role, you will:

Plan travel for the co-founders and the team — you will book flights, hotels, and ground transport, and when a flight is cancelled at 11pm, you’ll have a new plan ready before the traveler asks.

Run the moments that matter — you will plan team dinners, offsites, onboardings, and the dinners we host for researchers and founders. That includes everything from booking the venue and catering to carrying the tables and cleaning up after the last guest leaves.

Host candidates and visitors — you will build the schedule for an onsite, book the hotel, order the meals, and greet people when they arrive, so that everyone who visits leaves feeling cared for.

Remember people — you will keep track of what candidates, teammates, and partners tell us they care about, and choose what we send them: a book for a candidate we’re about to make an offer to, a thank-you for an advisor.

Look after the office and the vendors behind it — you will keep snacks, coffee, supplies, and team meals stocked and have a new hire’s desk, laptop, and monitor ready on their first morning. You will also find, negotiate with, and pay our caterers, venues, and suppliers inside the budget we agree on.

Take on whatever matters most that week — dinner reservations and expense reports for the co-founders, an event planned in two days, a desk rearrangement for three new hires.

Build systems rather than one-off solutions — every event, onsite, and new hire’s first day should be easier than the last because you wrote down what worked.

What we value

Hospitality and taste — you feel good when someone’s day goes better because of something you did, and you pick restaurants, venues, and gifts that people are glad to receive.

Willingness to do any task — you’ll negotiate a catering contract in the morning and unload cases of water in the afternoon.

Discretion — you will see compensation, investor material, and candidate pipelines, and you keep all of it private.

Meticulous attention to detail — a name spelled right, a dietary restriction remembered from four months ago. You would rather find and fix the problems in your work than let someone else discover them for you.