Executive Assistant

Walden Robotics; San Francisco (CA); On-site; USD 120,000 - 180,000; Full time

Benefits offered by this job

Annual performance bonus

Company equity

401(k) with company match

Flexible PTO

Daily lunch

Job summary

Walden Robotics in San Francisco seeks a highly organized Executive Assistant to support the C-suite and drive operational excellence. You will anticipate needs, manage calendars across time zones, coordinate travel, prepare executive communications, and partner with other EAs to keep the organization running smoothly.

You will leverage AI tools to streamline workflows, draft materials, and handle confidential information with discretion.

Qualifications

• 5+ years hands-on experience supporting senior executives or C-suite leadership.
• Strategic partner and trusted advisor, able to exercise discretion on executives’ behalf.
• Exceptional organizational and time-management skills across competing priorities.
• Strong written and verbal communication, drafting polished correspondence.
• Proven discretion in handling confidential information (financial, personnel, board-level).
• Proficiency with Google Workspace, Microsoft Office, Slack, Zoom and modern productivity tools.
• Hands-on fluency with AI tools to streamline executive support workflows.

Responsibilities

• Own and manage complex, shifting calendars for C-suite across time zones.
• Triage scheduling conflicts and decide what requires executive attention.
• Coordinate internal and external meetings end-to-end with agendas & follow-ups.
• Draft presentations, reports, and executive communications.
• Arrange complex domestic and international travel with multi-leg itineraries.
• Track expenses, invoices, and reimbursements; monitor budgets where relevant.
• Act as trusted right-hand to C-suite and represent priorities cross-functionally.
• Lead cross-functional projects and ensure timely completion.

Skills

Executive support to C-suite

Strategic partnership

Calendar & travel management

Discretion & confidentiality

Communication skills

AI tools for scheduling

Cross-cultural coordination

Problem solving

Tools

Google Workspace

Microsoft Office

Slack

Zoom

AI scheduling assistants

Job description

Position Summary:

You’re a highly organized, resourceful Executive Assistant who operates at the top of the profession—the kind of hire who raises the bar. In this role, you’ll provide dedicated support to C-suite members and help drive operational excellence across the organization, serving as a strategic partner and trusted advisor to senior leadership. You anticipate needs before they arise, act with discretion, and take real pride in enabling executives to perform at their highest level.

Reporting to the Head of Executive Operations, you’ll manage complex and often competing calendars for C-suite members, coordinate travel, organize meetings and events, and help ensure day-to-day operations run smoothly. You’ll interact with investors, customers, and other senior internal and external stakeholders; exercise sound judgment and discretion when handling highly sensitive and confidential information; and serve as a key connective point across a fast-paced, growing organization. You bring a polished, adaptable presence and a proven track record of managing complex executive relationships at the highest level, shifting seamlessly between competing priorities.

Core Responsibilities:

• Own and proactively manage complex, frequently shifting calendars for C-suite members across multiple stakeholders, time zones, and competing priorities.
• Independently triage and resolve scheduling conflicts, exercising judgment on what warrants executive attention versus what can be delegated or declined.
• Coordinate internal and external meetings end-to-end, including logistics, agendas, pre-reads, briefing materials, and follow-up actions.
• Prepare, and often draft, presentations, reports, and other executive-level business communications.
• Arrange complex domestic and international travel, including multi-leg itineraries, accommodations, and transportation, anticipating logistical needs and contingencies.
• Track and process expense reports, invoices, and reimbursement requests, and help monitor departmental budgets where relevant.
• Act as a trusted right hand to C-suite leadership, operating with discretion on their behalf, including drafting correspondence and representing their priorities in cross-functional conversations.
• Lead and coordinate cross-functional projects and special initiatives end-to-end, tracking deliverables and following up to ensure timely completion.
• Handle highly confidential and sensitive information—including personnel, financial, and strategic matters—with unwavering discretion.
• Partner closely with other Executive Assistants and develop relationships across the organization to ensure seamless coordination across the business.
• Serve as a point of escalation and problem-solver, identifying issues before they surface and resolving them proactively.
• Leverage AI tools and automation to streamline scheduling, task management, and communication workflows, contributing to Walden’s “living the future” culture.
• Plan and execute meetings, visits, company events, and other activities as required.

Required Qualifications:

• A track record of proven success across 5+ years of hands‑on experience supporting senior executives, founders, or C‑suite leadership.
• Demonstrated ability to operate as a strategic partner and trusted advisor including operating with discretion on behalf of executives.
• Exceptional organizational and time‑management skills, with the ability to manage competing priorities across C‑suite stakeholders without dropping details.
• Strong written and verbal communication skills, including the ability to draft polished correspondence and materials on an executive’s behalf.
• Proven discretion in handling highly confidential and sensitive information (financial, personnel, board‑level, or strategic).
• Advanced proficiency with Google Workspace, Microsoft Office, Slack, Zoom, and other modern productivity tools.
• Hands‑on fluency with AI tools (e.g., ChatGPT, Claude, AI scheduling and meeting assistants) and a track record of using them to streamline real work—plus the initiative to share what you build and help teammates work smarter.
• Genuine curiosity, strong problem‑solving instincts, and a proactive, no‑task‑too‑big‑or‑small approach—someone who takes initiative without waiting to be asked.
• Polished, professional demeanor with a customer‑service and hospitality mindset, comfortable interacting with board members, investors, and senior external stakeholders.

Preferred Qualifications:

• Experience in a startup, technology, robotics, engineering, or fast‑paced growth environment.
• Expert familiarity with expense management platforms, travel booking tools, and budget tracking.
• Experience supporting cross‑cultural or international coordination.
• Hands‑on experience configuring AI or automation tools to streamline executive support workflows.

Walden Robotics offers a competitive total compensation program, including salary, annual cash bonus, company equity, company‑subsidized insurance programs, 401(k) with company match, flexible PTO, daily lunch, and other benefits. The pay ranges noted on our posts are for salary only.

Walden Robotics is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to [e-mail].

Walden Robotics participates in E-Verify. If you receive an offer of employment from Walden, you will need to go through the E-Verify process of digital verification of your employment authorization documents as provided on the Form I-9. Participation in E-Verify does not limit your right to work and verification will only be completed after you become an employee with Walden Robotics.