Executive Assistant

RapidSOS; United States; Remote; USD 50,000 - 100,000; Full time

Benefits offered by this job

Equity options

Competitive salary

Flexible work environment

Job summary

RapidSOS is seeking an executive assistant to the CEO and COO to synchronize calendars, manage inboxes, and drive efficiency across leadership workflows. You will build AI-powered processes that extend beyond standard prompts, coordinating with board members, investors, and partners.

Responsibilities include travel planning, meeting logistics, and maintaining confidential information with discretion. This is a remote, US-based role with growth potential in a fast-growing company.

Qualifications

• 1–2+ years supporting senior executives
• Strong work ethic and resilience under pressure
• Fast, structured thinker with quick learning
• AI-forward, building workflows beyond basic prompts
• Excellent written and verbal communication
• High discretion with confidential information

Responsibilities

• Own CEO’s and COO’s calendars, inboxes and priorities and draft briefing notes
• Develop AI-powered workflows to speed office output
• Serve as main contact for board members, investors and partners
• Coordinate quarterly board meetings and investor briefings
• Support leadership cadence: ELT meetings, offsites, action tracking
• Coordinate domestic and international executive travel in Navan
• Schedule interviews and coordinate candidate materials
• Oversee all-hands, town halls and forums led by CEO/COO
• Run outreach programs and vendor liaison
• Manage executive office budget and expenses

Skills

Executive support

Calendar management

Travel coordination

Stakeholder communication

AI-enabled workflows

Team collaboration

Tools

Google Workspace

Job description

In the time it takes you to read this job description, RapidSOS will have handled ~1,380 emergencies.

Saving lives depends on the right information reaching the right people at the right moment. RapidSOS builds the technology that makes that possible, and people around the world are joining a mission-driven, ambitious and inclusive team to do that work. Four values guide how we work: purpose over pride, trust & safety, pioneering, urgency. Together they support a culture where people innovate, collaborate, grow and, above all, make an impact.

RapidSOS is the leading public safety AI company that unlocks mission-critical intelligence for emergency response. It pairs AI with human expertise to turn data from the world’s largest Safety Network into life-saving intelligence. The network includes more than 730 million connected devices and more than 325 global technology companies. That intelligence reaches more than 23,600 federal, state and local agencies, serving 1.2 million first responders. RapidSOS has supported more than 1.1 billion emergencies in 16 countries. That experience informs RapidSOS Harmony AI, the first purpose-built AI for public safety, designed to save critical time by detecting emergencies, unifying real-time data and video, and coordinating a faster response. Learn more at www.RapidSOS.com.

What this role is about:
RapidSOS has scaled from a dorm room to a $B+ mission critical AI company - have a front row seat and directly help build the next phase of this transformation. In this role, you will coordinate and help drive the key rhythms of the business by directly assisting the CEO and President/COO, with room to take on more responsibility as you grow. You will orchestrate the calendars, board logistics and leadership rhythm, and build the AI-powered workflows behind them, and you will play a crucial role in enhancing the productivity and operational efficiency of our leaders and their teams. This role is for someone AI-forward and low-ego who sets a high bar, moves fast and wants to learn from people who do the same. The more room you create for our executives to lead, the more RapidSOS can do for public safety and the 1.2 million first responders who count on us.

What you’ll do:

• Own the CEO’s and COO’s calendars, inboxes and priorities so their days go to the highest-impact work, and draft, edit and manage correspondence and concise briefing notes so both executives walk into key meetings fully prepared
• Build and maintain AI-powered workflows and agents that put automation to work across the CEO’s and COO’s day-to-day, going well beyond a single prompt to raise the speed and quality of the office’s output
• Serve as the polished point of contact for board members, investors, customers, partners and employees on behalf of both executives, in coordination with the relevant internal owners
• Own end-to-end logistics for quarterly board meetings, in person and virtual, from the materials timeline to distribution, and coordinate investor meetings and briefing materials with Corporate Development and Finance
• Support the leadership operating cadence, including Executive Leadership Team meetings and offsites, by managing scheduling, agendas and pre-reads, capturing decisions and tracking action items to completion
• Book and manage domestic and international executive travel in Navan, and provide on-site coordination for customer visits, including logistics and agendas
• Manage the executives’ conference, speaking and industry event commitments, including assessing invitations, handling registration and logistics, and coordinating briefing materials with the relevant internal teams
• Coordinate logistics for all-hands meetings, town halls and other company-wide forums led by the CEO and COO, working with internal owners on timing, format and materials, along with interview logistics for senior candidates meeting with the CEO and COO
• Run the outreach programs for board members, investors, customers and partners by sourcing vendors and meeting international shipping deadlines
• Manage the executive office budget for gifts, events and offsites, process vendor invoices, track spend through the year and keep Ramp expenses and receipts compliant with policy deadlines

What we’re looking for in our ideal candidate:

• 1-2+ years of any professional working experience, ideally as an administrative assistant, executive assistant, or paralegal (internship experience welcome), with experience supporting or working with senior executives
• A track record of excelling, a strong work ethic, and the grit and resilience to hold your standard high when the pace gets intense
• A fast, structured thinker and problem solver who learns quickly and follows through on every commitment
• AI-forward, ideally already going beyond basic prompts to use agents and automation, and eager to turn that skill into workflows that change how an executive office runs
• Proficiency with Google Workspace including Docs, Sheets, Slides
• Super organized and detail-oriented, a careful proofreader who catches what others miss and keeps every thread tracked from first request to final follow-up
• A polished, professional communicator in writing and in conversation, with high-level stakeholders and everyone else you work with, who listens closely, takes clear notes and handles confidential information with discretion
• Low ego and high integrity, a self-starter with a strong sense of ownership and a growth mindset, open to feedback and training and ready to take on more responsibility as you grow
• Agile and proactive, comfortable operating through ambiguity, adjusting fast when priorities change and staying a step ahead of what others need
• Committed to the work with a positive attitude, willing to go the extra mile at a fast-growing company, with the flexibility to stay reachable when the executives’ work calls for it, including evenings, weekends, global time zones and urgent needs as they arise

What we offer:

• The chance to work with a passionate team on solving one of the largest challenges globally
• Competitive salary and benefits and equity participation
• A dynamic, flexible and fun start-up work environment with a highly talented team

Starting pay for a successful applicant will depend on a variety of job-related factors, which may include experience, relevant skills, training, education, location, business needs, or market demands. The salary range for this role is $50,000 - $100,000. This role will also be eligible to receive equity options. #LI-Remote

RapidSOS is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or Veteran status.