Executive Assistant

Evlo AI; San Francisco (CA); On-site; USD 90,000 - 150,000; Full time

Job summary

Evlo AI in San Francisco, CA is seeking a proactive Executive Assistant to serve as the operational right hand to the senior leadership. You will manage calendars, travel, communications, and cross-functional logistics to keep leadership focused on product and customers.

The role requires anticipating needs, coordinating board and offsite logistics, and maintaining an ultra-efficient schedule across time zones.

Qualifications

• 4+ years supporting C-level or VP-level executives, ideally in a high-growth technology environment
• Ability to manage shifting priorities and complex schedules under pressure without missing details
• Strong written and verbal communication with sound judgment on tone, urgency, and confidentiality
• Advanced proficiency with Google Workspace, Zoom, Slack, and scheduling tools (Calendly, Vimcal, or similar); quick to learn new systems

Responsibilities

• Manage complex, dynamic calendars for executives across multiple time zones
• Book and manage domestic and international travel end-to-end, including visas and expenses
• Coordinate leadership meetings and board sessions; prepare agendas and drive follow-through
• Screen and prioritize email, draft responses, and handle sensitive correspondence with discretion
• Plan team events, offsites, and onboarding logistics; manage vendors and budgets
• Own expense reports, invoice tracking, and administrative workflows in tools like Expensify, Notion, and Google Workspace
• Serve as a connective hub between executive teams, direct reports, and external partners

Job description

About The Role

The role is the operational right hand to a senior executive team at a fast-growing technology company: managing calendars, communications, travel, and cross-functional logistics so leadership can stay focused on product and customers. This is a high-leverage position, not a passive one. The role anticipates needs before they're voiced, runs point on offsites and board logistics, and keeps a fast-moving executive schedule running on time across time zones. Success here directly improves the productivity of the entire leadership team.

Key Responsibilities

• Manage complex, dynamic calendars for one or more executives, triaging requests and protecting focus time across multiple time zones
• Book and manage domestic and international travel end-to-end, including flights, hotels, ground transport, and visa or expense documentation
• Coordinate leadership meetings, staff meetings, and board sessions — build agendas, prep materials, capture action items, and drive follow-through
• Screen and prioritize email and communications on the executive's behalf, drafting responses and handling sensitive correspondence with complete discretion
• Plan and execute team events, offsites, and onboarding logistics, managing vendors and budgets from kickoff to wrap-up
• Own expense reports, invoice tracking, and administrative workflows in tools like Expensify, Notion, and Google Workspace
• Serve as a connective hub between the executive team, direct reports, and external partners, ensuring nothing falls through the cracks

What We Are Looking For

• 4+ years supporting C-level or VP-level executives, ideally in a high-growth technology environment
• Demonstrated ability to manage shifting priorities and complex schedules under pressure without dropping details
• Strong written and verbal communication, with sound judgment on tone, urgency, and confidentiality
• Advanced proficiency with Google Workspace, Zoom, Slack, and scheduling tools (Calendly, Vimcal, or similar); comfortable learning new systems quickly
• Experience coordinating travel, events, and vendor relationships with budget accountability
• Track record of handling sensitive information with absolute discretion and professionalism
• Bonus: experience supporting founders or executives at a venture-backed startup, event planning certifications, or familiarity with Notion/Airtable for building lightweight operational systems