Executive Assistant

Maven Recruiting Group; San Jose (CA); Hybrid; USD 180,000 - 220,000; Full time

Job summary

Maven Recruiting Group is seeking an Executive Assistant to the Founder & CEO in San Jose, CA. This hybrid role supports the Founder with calendar management, inbox handling, and strategic preparation for high-priority conversations.

You will coordinate complex travel, create briefing materials, and build efficient processes across the executive office. Ideal candidates bring experience supporting top executives in fast-paced tech settings, excellent judgment, and a proactive, resilient mindset.

Qualifications

• This role requires prior experience supporting a founder, CEO, or visible senior executive in a startup or tech setting.
• Demonstrated ability to handle rapid priorities with discretion and sound judgment.
• Proactive, resourceful, and able to work independently in a fast-paced environment.

Responsibilities

• Manage the Founder's complex calendar and prioritize time around top company priorities.
• Own inbox triage, draft responses, track action items, and ensure timely follow-through.
• Anticipate needs, resolve conflicts, and shield the Founder from distractions.
• Prepare agendas, briefing materials, and presentations for key discussions.
• Coordinate domestic and international travel with detailed itineraries.
• Build systems to improve efficiency and leverage within the executive office.
• Collaborate with the Chief of Staff and Personal Assistant to support business and personal priorities.
• Liaise with executives, investors, board members, and other stakeholders.

Skills

Executive support

Calendar management

Travel coordination

Communication

Relationship management

Job description

Role: Executive Assistant to the Founder & CEO

Location: San Jose, CA | Hybrid

Compensation: $180,000–$220,000+ DOE

Industry: Later-Stage AI Technology Company

The Opportunity

This is a rare opportunity to work alongside the Founder and CEO of a successful, later-stage AI company backed by top-tier institutional investors. The company is cash-flow positive, continuing to scale, and positioned at the forefront of one of technology's most transformative sectors.

This is not a traditional task-based EA role. You will become a trusted extension of the Founder: Protecting their time, creating structure around rapidly evolving priorities, and helping them operate at their highest level. The position offers significant visibility, ownership, and access across the organization.

What You'll Own

• Manage the Founder's complex and constantly evolving calendar, ensuring their time remains aligned with the company's most important priorities.
• Own inbox management, including triaging communications, drafting responses, tracking action items, and driving timely follow-through.
• Anticipate needs, identify potential conflicts, and resolve issues before they reach the Founder.
• Act as a strategic thought partner by organizing priorities, preparing the Founder for key conversations, and helping maintain accountability across critical initiatives.
• Coordinate complex domestic and international travel, creating detailed itineraries and navigating last-minute changes with confidence.
• Prepare agendas, presentations, briefing documents, and meeting materials that give the Founder the context needed to make informed decisions.
• Build systems and processes that create greater efficiency, clarity, and leverage.
• Use technology, productivity platforms, and AI-powered tools to streamline workflows and improve how the executive office operates.
• Partner closely with the Chief of Staff and the Founder's Personal Assistant to provide seamless support across business and personal priorities.
• Serve as a trusted liaison with executives, employees, investors, board members, and other high-level external stakeholders.

We're Looking For

• Experience supporting a Founder, CEO, or highly visible senior executive within a startup, technology company, or similarly fast‑paced environment.
• A track record of succeeding alongside demanding, high-performing leaders with rapidly changing priorities.
• Exceptionally quick, sharp, resourceful, and responsive, with the ability to absorb information and act decisively.
• Strong business judgment and the confidence to make thoughtful decisions independently.
• A highly proactive approach—you naturally look around corners, connect the dots, and close loops without being asked.
• Absolute discretion and maturity when handling sensitive business and personal information.
• Excellent written and verbal communication skills, paired with genuine warmth, emotional intelligence, and a good sense of humor.
• Strong command of technology and an eagerness to experiment with new systems, productivity tools, and AI-driven resources.
• The ability to remain composed, flexible, and solutions-oriented when plans change quickly.A low-ego, team-oriented mindset and a willingness to take ownership of whatever is needed to keep the Founder and organization moving forward.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Maven Recruiting Group participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. Please refer to the E-Verification Poster and Right to Work Poster on https://www.mavenrec.com/job-seekers for additional information.