Executive Assistant, Office of the CEO

Waabi; San Francisco (CA); On-site; USD 120,000 - 180,000; Full time

Job summary

Waabi is seeking an experienced Executive Assistant to join our Office of the CEO in San Francisco. You will build the infrastructure of the CEO’s office while delivering day-to-day executive support to ensure tight schedules, travel planning, and meeting prep with high attention to detail.

This role requires calm under pressure, strong judgment in ambiguity, and collaboration across teams as the Office of the CEO evolves. Travel may occur occasionally and you’ll shape processes over time.

Qualifications

• 5+ years supporting C-suite executives in an Office-of-the-CEO structure.
• Excellent organizational and communication skills.
• Bachelor's degree or equivalent professional experience.
• Ability to rapidly context-switch in a fast-moving environment.

Responsibilities

• Own the calendar, travel, and logistics support for the CEO at high pace.
• Identify inefficiencies in calendar structure and meeting follow-through.
• Anticipate needs and resolve issues before they arise.
• Track action items, deadlines, and commitments for follow-through.
• Cover during time-zone shifts and travel as needed.
• Partner with other EAs supporting the CEO as the Office of the CEO scales.
• Contribute to shaping the Office of the CEO's structure and practices.
• Communicate clearly in ambiguous situations; justify decisions to leadership.
• Assist with special projects and cross-functional initiatives.
• Handle highly sensitive information with discretion.
• Grow into ownership over time in areas like travel strategy or calendar design.

Skills

Executive support

Calendar & travel mgmt

Ambiguity navigation

Cross-functional collaboration

Education

Bachelor's degree or equivalent

Tools

AI tools (Gemini/Claude)

Calendar systems (Outlook/Google Calendar)

Job description

Waabi, founded by AI visionary Raquel Urtasun, is the leader in Physical AI. With a world-class team, we're unlocking the next era of autonomous transportation with technology that's powering commercial autonomous trucks and robotaxis. Waabi is backed by and partners with world leaders in AI, automotive, logistics, and deep tech.

With offices in Toronto, San Francisco, Dallas, and Pittsburgh, Waabi is growing quickly and looking for diverse, innovative and collaborative candidates who want to impact the world in a positive way. To learn more visit: www.waabi.ai

About the Role:

Waabi is looking for an experienced Executive Assistant to join our Office of the CEO. In this role you will be part of building the infrastructure of the Office of the CEO, while also driving real day to day impact by providing executive support to the CEO ensuring consistent and efficient management of schedules, travel, and meeting preparation. This is a role that requires someone that can balance deep attention to detail, high volume and pace of work and significant change agility. The opportunity provides real opportunity to drive impact and influence design as we further develop the Office of the CEO structure.

You will:

• Own the operational execution layer of calendar, travel, and logistics support for the CEO at very high complexity and pace.
• Identify patterns and inefficiencies in calendar structure, pre-read completeness, and meeting-acceptance follow-through, and propose improvements.
• Anticipate needs and proactively resolve issues before they arise.
• Track action items, deadlines, and commitments to ensure follow-through.
• Flex into coverage during time-zone shifts or travel, including stepping into point-person duties temporarily when needed.
• Partner closely with the other executive assistants supporting the CEO as the Office of the CEO structure develops.
• Contribute to shaping the Office of the CEO's structure and operating practices as they take shape.
• Communicate clearly and confidently in ambiguous situations, articulating rationale for decisions to the Senior EA or directly to the CEO as needed.
• Assist with special projects and cross-functional initiatives.
• Handle highly sensitive and confidential information with professionalism and discretion.
• Grow into a dedicated ownership track over time based on strengths, such as end-to-end travel strategy or calendar and operations quality and workflow design, and build systems that help the executive team work smarter.

Qualifications:

• 5+ years of experience supporting C-suite executives, including real, hands-on experience inside an established Office-of-CEO structure as the lead EA or as a contributing member.
• Excellent organizational and communication skills.
• Bachelor's degree or equivalent professional experience.
• Solid understanding of complex, high-volume calendar and travel logistics management.
• Ability to rapidly context-switch and reprioritize in a fast-moving, ambiguous environment, with senior, mature judgment to keep things moving without complete information, including a willingness to push back or say no when needed.
• Solid problem-solving skills applied to scheduling, logistics, and operational workflow design.
• Motivated by impact rather than visibility or ownership of the primary executive relationship.
• Experience at a larger-scale company.
• Comfortable with occasional travel, though this role's travel is expected to be low.
• Open-minded and collaborative team player with the willingness to help others.
• Passionate about self-driving technologies, solving hard problems, and creating innovative solutions.

Bonus/Nice to have:

• Demonstrated ability to leverage AI-powered tools (e.g., Gemini, Claude) to automate repetitive executive-support tasks, improve workflows, and increase productivity while maintaining accuracy and discretion.
• Familiarity with the autonomous driving / advanced technology space.
• Prior experience helping build or shape an Office-of-CEO structure, not just operating within an already-established one.
• Exposure to travel risk or security planning for senior executives.