Executive Assistant

Generalist; San Mateo (CA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

High-trust, high-autonomy environment

Direct exposure to leadership

Annual trips to Boston office

Job summary

Generalist in San Mateo is looking for an experienced administrator to support the CEO. This role involves managing calendars, booking travel, hosting VIPs, and ensuring productivity.

The ideal candidate has 3+ years of admin experience, excels in organizational skills, and is proficient with G-Suite. You will work in a high-trust environment and have autonomy in defining priorities.

Join our team to be part of the future of robotics and AI!

Qualifications

• 3+ years of administrative or executive support experience in a fast-paced environment.
• Outstanding organizational skills and attention to detail.
• Excellent written and verbal communication and strong listening skills.

Responsibilities

• Manage complex calendars and schedule meetings across multiple time zones.
• Book and adjust travel, manage expenses, coordinate vendors.
• Partner with the office manager to prepare for meetings and host guests.

Skills

Organizational skills

Communication skills

Problem-solving

Time-management

Discretion

Tools

G-Suite

Job description

The Role

We're looking for an experienced, dependable administrator who takes real pride in doing admin work exceptionally well. This role works closely with our founders, primarily supporting the CEO and co-founder, with bandwidth to help coordinate broader team meetings and travel.

The core of the role is simple to state and hard to do: maximize the team's productivity by organizing their time intelligently and anticipating what they'll need before they ask. You'll be the steward of the founders' calendars—managing complex scheduling, protecting time for the highest-impact meetings, coordinating travel and executive engagements, and making sure nothing slips through the cracks.

We move fast. Important meetings come up last minute, schedules get reshuffled, and travel often gets booked on short notice. You'll thrive here if you stay calm under pressure, manage many threads at once, and communicate clearly with everyone from founders to external VIPs. You'll quickly get up to speed on the many external players we work with—partners, investors, customers, candidates—and develop judgment about how to prioritize them across a given day or week. There are no rigid rules to follow here; priorities are ambiguous and constantly in flux, and you're comfortable with that.

This role is about leverage. You'll keep the founders on time, prepared, focused, and executing against what matters most. You'll also own a range of administrative, operational, and outbound tasks so that important details never fall through. Above all, we're looking for someone reliable, with strong judgment, who learns quickly and does what they say they'll do.

Responsibilities

• Calendar & scheduling: Manage complex calendars and schedule meetings across multiple time zones, making smart trade-offs about what gets prioritized when plans change.

• Travel & logistics: Book and adjust travel (often last‑minute), manage expenses, coordinate vendors, and keep bills paid on time.

• Hosting & guest experience: Partner with the office manager to prepare for meetings, and greet and host candidates, partners, and other VIP guests so their time with us feels seamless.

• Events & offsites: Plan and execute team events, offsites, strategy sessions, and larger organizational programs end to end.

• Communications: Maintain high responsiveness and professionalism across internal and external correspondence, with clarity and accuracy.

Minimum Qualifications

• 3+ years of administrative or executive support experience in a fast‑paced environment.

• Outstanding organizational skills and attention to detail, with the ability to juggle diverse responsibilities at once.

• Excellent written and verbal communication and strong listening skills.

• Strong problem‑solving, time‑management, and prioritization skills.

• Adaptable team player who works well under pressure and stays composed when priorities shift.

• Biased for figuring out how to get things done, rather than dwelling in why they’re difficult.

• High degree of discretion and integrity when handling sensitive information.

• Expert with G‑Suite (Google Calendar, Gmail, Docs, Sheets).

Preferred Qualifications

• Experience supporting founders or senior executives directly.

• Experience in a startup, AI, robotics, or hardware‑focused environment.

• Comfort around technical equipment and lab environments.

What We Offer

• High‑trust, high‑autonomy environment: We move quickly and expect strong judgment. You'll have real latitude to define your own priorities, systems, and approaches.

• Direct exposure: You'll work closely with the CEO and senior leaders, with insight into how decisions get made.

• Mission that matters: A chance to help build the future of robotics and AI alongside a world‑class team that values rigor, ownership, and speed.

• A role with real impact: You'll be critical to keeping the whole operation running smoothly.

• Two annual trips to our Boston office.

We are an equal opportunity employer, and we do not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability, genetic information, or other applicable legally protected characteristic.