Executive Assistant

Webai; United States; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health plan

401(k) match

Equity options

Wellness stipend

Education support

Function Health subscription

Free parking

Flexible Time Off

Parental leave

Life insurance

Job summary

WebAI is seeking an Executive Assistant to provide high-level administrative and operational support to multiple leaders in a fast-paced startup environment. You will coordinate calendars, travel, and briefing materials, and help manage cross-department projects with discretion and precision.

The role requires organizational excellence, strong communication, and the ability to handle confidential information while supporting strategic initiatives and onboarding new hires.

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, or a related field.
• 2–5 years of experience providing administrative or operational support in a fast-paced environment.
• Exceptional organizational skills with strong attention to detail.
• Proficiency in Google Workspace and productivity tools such as Slack, Notion, and Zoom.
• Strong written and verbal communication skills.
• Ability to prioritize and handle multiple projects with tight deadlines.
• Professionalism, discretion, and sound judgment in handling confidential matters.
• Self-starter with the ability to anticipate needs and take initiative in a growing, evolving environment.

Responsibilities

• Provide administrative and logistical support to the 3 of our C-level executives, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare briefing materials, agendas, and meeting notes for internal and external meetings.
• Support project management efforts by tracking deliverables, deadlines, and action items across departments.
• Liaise between internal technical, legal, and operations teams to support contract execution, procurement, and compliance requirements for clients.
• Maintain organized documentation and records for contracts, correspondence, and other work related materials.
• Assist with expense tracking, purchase requests, and budget coordination in partnership with Finance and Operations.
• Coordinate logistics for conferences, events, and external stakeholder engagements.
• Support onboarding and internal communications for new hires joining any of these teams.
• Manage sensitive information with discretion, ensuring confidentiality and professionalism at all times.

Skills

Organization

Calendar management

Communication

Discretion

Multitasking

Education

Bachelor’s degree in Business Administration or related field

Tools

Google Workspace

Slack

Notion

Zoom

Job description

About Us

webAI is pioneering the future of artificial intelligence by establishing the first distributed AI infrastructure dedicated to personalized AI. We recognize the evolving demands of a data-driven society for scalability and flexibility, and we firmly believe that the future of AI lies in distributed processing at the edge, bringing computation closer to the source of data generation. Our mission is to build a future where a company's valuable data and intellectual property remain entirely private, enabling the deployment of large-scale AI models directly on standard consumer hardware without compromising the information embedded within those models. We are developing an end-to-end platform that is secure, scalable, and fully under the control of our users, empowering enterprises with AI that understands their unique business. We are a team driven by truth, ownership, tenacity, and humility, and we seek individuals who resonate with these core values and are passionate about shaping the next generation of AI.

About the Role

The Executive Assistant will provide high-level administrative and operational support to the multiple leaders. This role is ideal for someone who thrives in a fast-paced startup environment, excels at organization and communication, and can manage multiple priorities with discretion and attention to detail.

The ideal candidate will act as a central point of coordination for these executives—ensuring smooth day-to-day operations, assisting with scheduling and documentation, and supporting strategic initiatives.

Responsibilities

• Provide administrative and logistical support to the 3 of our C-level executives, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare briefing materials, agendas, and meeting notes for internal and external meetings.
• Support project management efforts by tracking deliverables, deadlines, and action items across departments.
• Liaise between internal technical, legal, and operations teams to support contract execution, procurement, and compliance requirements for clients.
• Maintain organized documentation and records for contracts, correspondence, and other work related materials.
• Assist with expense tracking, purchase requests, and budget coordination in partnership with Finance and Operations.
• Coordinate logistics for conferences, events, and external stakeholder engagements.
• Support onboarding and internal communications for new hires joining any of these teams.
• Manage sensitive information with discretion, ensuring confidentiality and professionalism at all times.

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, or a related field.
• 2–5 years of experience providing administrative or operational support in a fast-paced environment.
• Exceptional organizational skills with strong attention to detail.
• Proficiency in Google Workspace (Docs, Sheets, Calendar, Drive) and productivity tools such as Slack, Notion, and Zoom.
• Strong written and verbal communication skills.
• Ability to prioritize and handle multiple projects with tight deadlines.
• Professionalism, discretion, and sound judgment in handling confidential matters.
• Self-starter with the ability to anticipate needs and take initiative in a growing, evolving environment.

Core Values

• Truth - Emphasizing transparency and honesty in every interaction and decision.
• Ownership - Taking full responsibility for one’s actions and decisions, demonstrating commitment to the success of our clients.
• Tenacity - Persisting in the face of challenges and setbacks, continually striving for excellence and improvement.
• Humility - Maintaining a respectful and learning-oriented mindset, acknowledging the strengths and contributions of others.

Benefits

• Competitive salary
• Comprehensive health, dental, and vision benefits package
• 401(k) match
• Equity options
• $200/month Health & Wellness stipend
• Continuing Education support
• $500/year Function Health subscription
• Free parking for in-office employees
• Flexible Time Off (FTO)
• Parental leave for eligible employees
• Supplemental life insurance

webAI is an Equal Opportunity Employer and does not discriminate against any employee or applicant on the basis of age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We adhere to these principles in all aspects of employment, including recruitment, hiring, training, compensation, promotion, benefits, social and recreational programs, and discipline. In addition, it is the policy of webAI to provide reasonable accommodation to qualified employees who have protected disabilities to the extent required by applicable laws, regulations and ordinances where a particular employee works.