Executive Assistant, Office of the CEO

ProducePay; United States; On-site; USD 120,000 - 170,000; Full time

Benefits offered by this job

Competitive compensation and equity

Health, Dental, Vision coverage

Paid parental and family leave

Generous PTO

401(k) retirement plans

Job summary

Waabi is seeking an experienced Executive Assistant to join the Office of the CEO. You will build infrastructure for the Office of the CEO and provide executive support, managing schedules, travel, and meeting prep in a fast-paced environment.

The role requires meticulous attention to detail, strong judgment, and the ability to adapt to change. You will partner with other EAs and help shape the office's structure as it evolves.

Qualifications

• 5+ years of experience supporting C-suite executives in an Office-of-CEO structure.
• 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 environment with mature judgment.

Responsibilities

• 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.

Education

Bachelor's degree or equivalent

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.

120000 - 160000 USD a year

The US yearly salary range for this role is: $120,000 - $170,000 USD in addition to competitive perks & benefits. Waabi (US) Inc.’s yearly salary ranges are determined based on several factors in accordance with the Company’s compensation practices. The salary base range is reflective of the minimum and maximum target for new hire salaries for the position across all US locations. Note: The Company provides additional compensation for employees in this role, including equity incentive awards and an annual performance bonus.