Executive Assistant, Office of the CEO

Waabi; United States; Remote; USD 90,000 - 150,000; Full time

Benefits offered by this job

Competitive compensation

Equity awards

Health and wellness benefits

Paid parental, medical and family care

Generous PTO

401(k) or RRSP options

Health savings account

Daily meals when in office

Team building events

Country-specific benefits

Job summary

Waabi, a leader in autonomous driving technology, seeks an experienced Executive Assistant to join the Office of the CEO. You will manage complex calendars, travel arrangements, and meeting logistics with high attention to detail in a fast-paced environment.

You will anticipate needs, streamline processes, and collaborate with other EAs to shape the Office of the CEO. This role involves confidential information, cross-functional coordination, and opportunities to influence organizational design.

Qualifications

• 5+ years of experience supporting C-suite executives, including Office-of-CEO structures.
• Excellent organizational and communication skills.
• Bachelor's degree or equivalent professional experience.
• Solid calendar and travel logistics management.
• Ability to adapt in fast-moving, ambiguous environments with sound judgment.
• Willingness to travel occasionally.

Responsibilities

• Oversee calendar, travel, and logistics for the CEO in a high-pace environment.
• Identify calendar inefficiencies and propose improvements.
• Anticipate needs and resolve issues proactively.
• Track action items and deadlines to ensure follow-through.
• Cover during time-zone shifts and travel as needed.
• Collaborate with other EAs to shape the Office of the CEO.
• Handle confidential information with discretion.
• Contribute to building the Office of the CEO structures and processes.

Skills

Executive support

Calendar management

Travel logistics

Stakeholder management

Discretion/confidentiality

Communication

Education

Bachelor's degree

Tools

Gemini

Claude

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.

Perks/Benefits:

Waabi provides a competitive benefits package that includes:

• Competitive compensation and equity awards.
• Health and wellness benefits encompassing Medical, Dental, and Vision coverage
• Paid parental, medical and family care leave.
• Generous PTO Policy.
• Retirement savings plans including 401(k) or RRSP options.
• Health savings account contribution options.
• Daily drinks, snacks, and catered meals (when in office).
• Regularly scheduled team building activities and social events both on-site, off-site & virtually.
• Additional benefits are offered and tailored to specific country locations.
• As we grow, this list continues to evolve!

Waabi is a technology start-up building technologies to transform the way the world moves. Join our talented team to be a part of the future and to make an impact!

Waabi is an equal opportunity employer. We celebrate diversity and are committed to creating a supportive, inclusive, and accessible workplace for all our employees. We seek applicants of all backgrounds and identities, across race, color, ethnicity, national origin or ancestry, age, citizenship, religion, sex, sexual orientation, gender identity or expression, military or veteran status, marital status, pregnancy or parental status, caregiver status, disability, or any other characteristic protected by law. We make workplace accommodations for qualified individuals with disabilities as required by applicable law. If reasonable accommodation is needed to participate in the job application or interview process please let our recruiting team know.