Executive Assistant | San Jose, USA (Hybrid)

Neuron7.ai; San Jose (CA); Hybrid; USD 110,000 - 170,000; Full time

Benefits offered by this job

Hybrid work environment

ESOP opportunities

Competitive compensation

Learning & development

Job summary

Neuron7.ai is seeking a highly organized Executive Assistant to support our senior leadership in a fast-paced startup environment. You will manage calendars, coordinate meetings, and oversee travel for executives across global time zones.

The role emphasizes confidentiality, initiative, and collaboration with cross-functional teams. You’ll partner with engineering, product, and operations to drive strategic initiatives, plan events, and ensure smooth day-to-day operations.

Qualifications

• Bachelor's degree in Business Administration or a related discipline.
• 5+ years of Executive Assistant or senior administrative experience supporting leadership teams, preferably in tech or SaaS.
• Outstanding organizational and time management skills with high attention to detail.
• Experience managing multiple executive calendars across international time zones.
• Strong verbal and written communication, able to work independently.

Responsibilities

• Manage complex calendars across multiple time zones and prioritize meetings effectively.
• Coordinate internal and external meetings, leadership reviews, board meetings, and offsites.
• Prepare agendas, presentations, notes, and track follow-up actions.
• Screen and prioritize communications while ensuring timely responses.
• Coordinate executive travel, visas, itineraries, and expense reporting.
• Handle confidential business information with professionalism and discretion.
• Support leadership in planning organizational initiatives and strategic projects.
• Coordinate cross-functional meetings with Engineering, Product, CS, Sales, HR and Operations.
• Track project milestones and follow up on deliverables.
• Assist with planning company events, leadership offsites, customer visits, and team celebrations.
• Manage vendor coordination and procurement requests as needed.
• Build relationships across global teams and act as a trusted contact for executives.
• Improve administrative processes and drive operational efficiency.
• Support onboarding for senior hires and visiting executives.

Skills

Executive support

Calendar management

Communication

Confidentiality

Stakeholder management

Time management

Independent work

Problem solving

Education

Bachelor's degree in Business Administration or related

Tools

Microsoft Office Suite

Expense management tools

Asana

Jira

Confluence

Job description

Neuron7.ai is transforming enterprise service with AI. Our Service Resolution Intelligence platform empowers global enterprises to resolve complex service issues faster by leveraging Agentic AI, machine learning, and enterprise knowledge. Trusted by Fortune 500 organizations, Neuron7 helps service, support, and field operations teams deliver exceptional customer experiences.

At Neuron7, you'll work alongside a passionate team of engineers, product leaders, and AI innovators who are building the future of enterprise service intelligence. We value ownership, collaboration, customer obsession, and continuous learning.

About the Role

We are looking for a highly organized, proactive, and resourceful Executive Assistant to support our senior leadership team. This role requires exceptional organizational skills, sound judgment, and the ability to manage multiple priorities in a fast-paced startup environment.

As a trusted business partner, you will enable executives to stay focused on strategic priorities by managing complex calendars, coordinating meetings, organizing travel, and supporting cross-functional initiatives. The ideal candidate is detail-oriented, thrives in ambiguity, maintains the highest level of confidentiality, and enjoys working with teams across global time zones.

What You'll Do

Executive Support

• Manage complex calendars across multiple time zones and prioritize meetings effectively.
• Coordinate internal and external meetings, customer calls, leadership reviews, board meetings, and team offsites.
• Prepare meeting agendas, presentations, notes, and track follow-up action items.
• Screen and prioritize incoming communications while ensuring timely responses.
• Coordinate executive travel, accommodation, visas, itineraries, and expense reporting.
• Handle confidential business information with professionalism and discretion.

Project & Operational Support

• Support leadership in planning organizational initiatives and strategic projects.
• Coordinate cross-functional meetings with Engineering, Product, Customer Success, Sales, HR, and Operations teams.
• Track project milestones and follow up on deliverables.
• Assist with planning company events, leadership offsites, customer visits, and team celebrations.
• Manage vendor coordination, procurement requests, and administrative activities when required.
• Build strong relationships across global teams and become a trusted point of contact for executives.
• Improve administrative processes and identify opportunities for operational efficiency.
• Support onboarding activities for senior hires and visiting executives.
• Assist with miscellaneous business and operational projects as assigned.

What We're Looking For

Required Qualifications

• Bachelor's degree in Business Administration or a related discipline.
• 5+ years of Executive Assistant or senior administrative experience supporting leadership teams, preferably within a technology or SaaS organization.
• Exceptional organizational and time management skills with outstanding attention to detail.
• Experience managing multiple executive calendars across international time zones.
• Strong verbal and written communication skills.
• Ability to work independently while managing multiple priorities and deadlines.
• Proven ability to maintain confidentiality and exercise sound judgment.
• Excellent interpersonal and stakeholder management skills.

Technical Skills

• Microsoft Office Suite
• Expense management and travel booking tools
• Project management tools such as Asana, Jira, Confluence,

Preferred Qualifications

• Experience supporting VP-level or C-level executives.
• Previous experience in a high-growth startup or AI/SaaS company.
• Experience coordinating global meetings across US, Europe, and India.
• Strong project coordination and event management skills.
• Ability to anticipate executive needs before they arise.
• Comfortable working in a fast-paced environment with evolving priorities.

Success in This Role

You’ll be successful if you:

• Keep executives organized, informed, and focused on high-impact priorities.
• Anticipate challenges and proactively solve problems.
• Build trusted relationships across the organization.
• Handle confidential information with integrity.
• Improve operational efficiency through thoughtful coordination and process improvements.
• Thrive in a collaborative, high-growth environment.

Why Join Neuron7?

• Work on cutting-edge AI technology transforming enterprise service.
• Collaborate with talented teams building products used by Fortune 500 companies.
• Competitive compensation and ESOP opportunities.
• Hybrid work environment.
• Learning and professional development opportunities.

  Neuron7 is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive workplace where everyone can thrive. Employment decisions are based on qualifications, merit, and business needs without regard to race, religion, gender, age, disability, sexual orientation, gender identity, veteran status, or any other protected characteristic.