Executive Assistant to CEO & COO | Fast-Growth AI Startup

Archetype AI Inc.; San Mateo (CA); On-site; USD 90,000 - 140,000; Full time

Job summary

Archetype AI Inc. in San Mateo seeks a proactive Executive Assistant to support the CEO and COO, ensuring calendars, travel, expenses, and correspondence are flawless and on time.

You will help run a welcoming office, coordinate vendors and deliveries, onboard new hires, schedule interviews and events, and drive HR and operations projects with scalable, friction-reducing processes. This role blends executive support, office management and early operations, requiring discretion, superb

Qualifications

• 4-7 years in executive support, office management, or operations, ideally at a fast-paced tech startup.
• Track record managing complex, shifting calendars and prioritizing on behalf of busy executives.
• Exceptional organization, attention to detail, and written and verbal communication.
• Sound judgment and discretion with confidential financial, legal, and people information.
• Comfort with Google Workspace and Slack, and quick to learn new systems.

Responsibilities

• The CEO and COO are well scheduled, prepared for every meeting, and free to focus on the highest-leverage priorities.
• Executive travel, expenses, and correspondence are handled end to end, accurately and with discretion.
• The San Mateo office is stocked, organized, and welcoming, with vendors, deliveries, and guests managed smoothly.
• New hires arrive to a ready workstation, working accounts, and a well-run first day.
• Interviews, team events, and offsites run on schedule and land well with candidates and the team.
• HR administration and cross-functional projects move to completion, with scalable processes replacing day-to-day friction.

Skills

Executive support

Office management

Operations

Calendar management

Communication

Discretion

Time management

Tools

Google Workspace

Slack

Job description

Archetype AI Inc. in San Mateo seeks a proactive Executive Assistant to support the CEO and COO, ensuring calendars, travel, expenses, and correspondence are flawless and on time.

You will help run a welcoming office, coordinate vendors and deliveries, onboard new hires, schedule interviews and events, and drive HR and operations projects with scalable, friction-reducing processes. This role blends executive support, office management and early operations, requiring discretion, superb