Executive Assistant

Generalist AI; San Mateo (CA); On-site; USD 110,000 - 140,000; Full time

Benefits offered by this job

Two annual trips to Boston office

Job summary

Generalist AI in San Mateo, CA seeks an experienced executive administrator to support the CEO and co-founder, boosting the team’s productivity by expertly planning calendars and coordinating travel. You’ll manage shifting priorities, handle diverse stakeholders, and ensure critical details never slip through the cracks.

You'll thrive in a fast-moving startup environment, keeping executives on time, prepared, and focused on high-impact work, while also assisting with broader team coordination

Qualifications

• 3+ years of administrative or executive support in a fast-paced environment.
• Outstanding organizational skills and attention to detail.
• Excellent written and verbal communication and listening skills.
• Strong problem-solving, time-management, and prioritization skills.
• Adaptable, discreet, with high integrity handling sensitive information.
• Expert with G-Suite (Google Calendar, Gmail, Docs, Sheets).

Responsibilities

• Calendar & scheduling: Manage complex calendars across time zones and prioritize plans.
• Travel & logistics: Book/adjust travel, manage expenses, coordinate vendors and bills.
• Hosting & guest experience: Prepare for meetings and host candidates, partners, VIPs.
• Events & offsites: Plan and execute team events, offsites, and strategy sessions.
• Communications: Maintain responsiveness and professionalism across communications.

Skills

Calendar management

Organization

Communication

Time management

Discretion

G-Suite

Tools

G-Suite

Job description

About GeneralistAt Generalist, we are on a mission to build general intelligence for the physical world and make it useful to everyone. We believe the industries and homes of the future will depend on humans and machines working together in new ways. Robots can help us build more and get more done.We build embodied foundation models, starting with a focus on dexterity. This requires advancing the frontiers of data, models, and hardware, to enable robots to intelligently interact with the physical world.The company embraces both large-scale AI and robotics as core to its DNA. Our team of researchers, roboticists, and company builders come from OpenAI, Boston Dynamics, Google DeepMind, and other frontier labs—with a track record of shipping AI breakthroughs. Before Generalist, we pioneered large embodied multimodal models and vision-language-action models (PaLM-E, RT-2, Gemini Robotics), launched and scaled ChatGPT and GPT-4 to hundreds of millions of users, engineered the foundations of autonomous driving, built next-generation robots (Atlas, Spot, Stretch) and pushed the limits of what they can do (from parkour to manipulation, and testing robustness).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.

The RoleWe'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.

• ResponsibilitiesCalendar & 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 Qualifications3+ 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 QualificationsExperience 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 OfferHigh-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.