Executive Assistant and Operations Lead

Tungsten Dev, Inc.; San Francisco (CA); On-site; USD 100,000 - 140,000; Full time

Benefits offered by this job

Competitive compensation

Equity

Job summary

Tungsten Dev, Inc. seeks an Executive Assistant & Operations Lead to work directly with the founders in San Francisco. You will protect time, coordinate hiring, and keep the company running smoothly.

You’ll manage calendars and interviews, help source candidates, run office operations, and own projects end-to-end. This hands-on role requires judgment, initiative, and the ability to adapt as priorities shift in a fast-paced AI startup.

Qualifications

• Experience in executive support, recruiting coordination, office management, or startup operations, including direct work with founders or senior leaders.
• Strong organization and attention to detail across competing priorities.
• Clear written communication; confident with candidates, customers, investors, and vendors.
• Good judgment about what to handle independently and what to escalate.
• Discretion with confidential information.
• Comfort learning new tools and using AI to improve routine work.
• Willingness to move between scheduling, recruiting, office logistics, and projects.

Responsibilities

• Manage calendars, triage requests, coordinate travel, prepare meeting materials, and handle expenses. Protect time for important work.
• Track action items, deadlines, and follow-ups; resolve routine issues and flag decisions that need attention.
• Coordinate interviews; maintain candidate records in Gem and keep candidates informed.
• Research and source candidates; run targeted outreach and coordinate with recruiting agencies.
• Run the office; manage vendors, supplies, equipment, and day-to-day logistics; organize team events.
• Coordinate onboarding paperwork, equipment, accounts, and first-week logistics.
• Build simple processes for recurring work and lead operational projects with founders.

Skills

Executive support

Recruiting coordination

Office management

Startup operations

Tools

Gem

Job description

As our Executive Assistant & Operations Lead, you’ll work directly with the founders to keep their time focused, our hiring moving, and the company running smoothly.

You’ll manage calendars and follow‑ups, coordinate interviews, help find candidates, run office operations, and take ownership of projects that need someone to move them forward. This is a hands‑on role for someone who notices what needs doing, exercises good judgment, and follows through without repeated reminders.

What you’ll do

• Support the founders. Manage calendars, triage incoming requests, coordinate travel, prepare meeting materials, and handle expenses. Understand priorities and protect time for the work that matters.
• Keep commitments moving. Track action items, deadlines, and follow‑ups across founders, teammates, and external partners. Resolve routine issues independently and flag decisions that need attention.
• Own hiring coordination. Keep job postings and candidate records current in Gem, schedule interviews, coordinate candidate visits, collect feedback, and keep candidates informed.
• Help us recruit. Research and source candidates, run targeted outreach, coordinate with recruiting agencies, and conduct initial conversations where appropriate.
• Run the office. Manage vendors, supplies, equipment, visitor logistics, and day‑to‑day office needs. Organize team events and offsites.
• Make joining the team easy. Coordinate onboarding paperwork, equipment, accounts, and first‑week logistics with the relevant teammates and providers.
• Improve how we operate. Build simple processes for recurring work and take on research, vendor comparisons, and other operational projects with the founders.

What we’re looking for

• Experience in executive support, recruiting coordination, office management, or startup operations, including direct work with founders or senior leaders.
• Strong organization and attention to detail across competing priorities.
• Clear written communication and confidence working with candidates, customers, investors, and vendors.
• Good judgment about what to handle independently, what to escal??
• Discretion with confidential candidate, employee, and company information.
• Comfort learning new tools and using AI to make routine work more efficient.
• Willingness to move between scheduling, recruiting, office logistics, and projects as priorities change.
• Experience sourcing candidates or supporting technical hiring is a plus.

Why join

• Work directly with experienced founders with AWS, FAIR, and Hugging Face backgrounds.
• Own the processes that help a growing AI company hire and operate effectively.
• Build broad experience across recruiting, company operations, and executive support.
• Competitive compensation and equity.