Executive Assistant

xdof, Inc.; San Mateo, Northern (CA, KY); Hybrid; USD 95,000 - 140,000; Full time

Job summary

XDOF in San Mateo, CA, seeks a high-agency Executive Assistant to amplify the impact of the executive team. You’ll shield attention, triage information flow, and bring structure to ambiguity while supporting the CEO, CTO, and COO as needed.

You’ll coordinate calendars, travel, meetings, and critical logistics, use AI tools to increase efficiency, and help with planning, onboarding, and cross-functional collaboration. Mandarin fluency is a plus.

Qualifications

• Experience supporting senior executives in fast-paced settings.
• Ability to manage calendars, emails, and information flow with judgment.
• Strong discretion and confidentiality.
• Fluency or strong proficiency in Mandarin.
• Interest in robotics, AI, and tech operations.

Responsibilities

• Manage executive priorities and calendars with high judgment.
• Coordinate communications, travel, and logistics with discretion.
• Prepare meetings, capture decisions, and drive follow-through.
• Leverage AI tools to improve efficiency and reliability.
• Support planning, leadership meetings, offsites, recruiting, and onboarding as needed.

Skills

Executive support

High agency

Discretion

Confidentiality

Mandarin

Clear communication

Job description

About XDOF

XDOF builds the data and operational infrastructure behind the next generation of robotics and AI. We help frontier labs and the entire robotics echo system develop general-purpose robots through scalable data collection, software, hardware, and operations.

The Role

We’re looking for a high-agency Executive Assistant to increase the effectiveness of XDOF’s executive team. You will operate as an extension of the executive team, protecting attention, prioritizing information flow, and bringing structure to ambiguity.

What You’ll Own

• Manage executive priorities (of the CEO, and occasionally the CTO and COO), calendars, emails, slack, and information flow, using judgment to keep attention on the highest-leverage work

• Coordinate communications, travel, critical logistics, and other administrative or occasional personal logistics with discretion and care.

• Prepare meetings, capture decisions, and drive follow-through across owners and deadlines.

• Use AI, automation, and lightweight systems to make the executive team faster and recurring work more reliable.

• Support company planning, marketing, leadership meetings, offsites, events, recruiting, and onboarding as needed.

What Sets You Apart

• Experience supporting senior executives, founders, or leadership teams in a fast-paced environment.

• High agency: you take ownership, anticipate needs, and close loops.

• Excellent judgment: you know what matters, what can wait, and what must remain confidential.

• Crisp communication: you build trust across functions, seniority levels, and cultures.

• Fluency in Mandarin.

• Comfort with AI tools and a genuine interest in robotics, technology, and improving how teams operate.

Why This Role

You’ll work closely with XDOF’s leaders on the company’s highest-priority problems, with unusual visibility and room to shape how the executive team operates as XDOF grows. You’ll help build and optimize the company advancing the future of robotics and physical AI.