Executive Assistant to CEO — Operations Backbone (SF)

Omen AI; San Francisco (CA); On-site; USD 90,000 - 140,000; Full time

Benefits offered by this job

Flexible PTO

WFH setup stipend

Relocation support to San Francisco

Free food & snacks

Daily in‑office dinner provided

Job summary

Omen AI is seeking an experienced Executive Assistant to support the CEO and establish the operational foundation for our growing team in San Francisco. This role acts as the CEO’s force-multiplier, keeping the executive, office, and R&D facility running smoothly with meticulous tactical execution and high-level judgment.

Responsibilities include complex calendar management, hiring/onboarding coordination, deal sourcing support, global travel planning, event coordination, and running office

Qualifications

• 2–5 years of experience supporting founders or C‑level executives in a fast‑paced, high‑growth environment.
• In‑office 5 days a week at our SF office.
• High agency, strong judgment, and the ability to maintain composure and execute flawlessly under pressure.
• Crisp, tactful communication skills with an absolute commitment to discretion when handling highly sensitive or confidential information.
• Hands‑on, bias‑to‑action mentality; comfortable supporting both a corporate office and an R&D facility.
• Familiarity with ATS systems (e.g., Greenhouse), Apple Business Manager/MDM, vendor/procurement basics, event coordination, and light sales operations.

Responsibilities

• Be the CEO’s Force‑Multiplier: Anticipate needs, triage priorities, and protect the CEO’s time and energy with proactive planning and crisp execution.
• Complex Calendar Operations: Manage a dynamic, multi‑time‑zone calendar; sequence priorities; and make rapid, high‑judgment scheduling decisions.
• Drive Hiring & Onboarding: Coordinate pipelines, schedule interviews, run a stellar candidate experience, and own day‑one readiness (equipment, access, docs).
• Support Deal Sourcing: Research enterprise targets, build and maintain lists/CRM, coordinate intros, and track pipeline from lead to first meeting.
• Plan Global Travel: Book itineraries, lodging, ground transport, visas, and changes; optimize for cost and reliability.
• Produce Standout Events: Plan offsites, board meetings, enterprise partner visits, and team gatherings; manage vendors and budgets.
• Run Office Operations: Oversee facilities, vendors, supplies, and light finance/admin; support scaling office operations.

Skills

Executive support

Calendar management

Discretion

High judgment under pressure

Communication skills

Vendor management

Event coordination

Travel planning

Sales operations

Team support

Tools

Greenhouse ATS

Apple Business Manager/MDM

Job description

Omen AI is seeking an experienced Executive Assistant to support the CEO and establish the operational foundation for our growing team in San Francisco. This role acts as the CEO’s force-multiplier, keeping the executive, office, and R&D facility running smoothly with meticulous tactical execution and high-level judgment.

Responsibilities include complex calendar management, hiring/onboarding coordination, deal sourcing support, global travel planning, event coordination, and running office