Executive Assistant to Founders

Exa Labs; San Francisco (CA); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Premium healthcare (medical, dental,视觉

Fertility benefits

Monthly wellness stipend

Job summary

Exa is seeking an in-person Executive Assistant to support the CEO and executive team from our San Francisco office. You will own calendars, manage communications, coordinate scheduling, and help keep the organization running smoothly in a fast-growing startup.

This role rewards initiative, discretion, and comfort with ambiguity, offering a front-row seat to scale a company and a chance to shape how leadership and teams collaborate daily.

Qualifications

• 2+ years of experience in operations or a similar role.
• Excellent communication and organizational skills.
• Strong ownership and ability to operate with little direction.
• Experience in a fast-moving, high-growth startup environment.
• Based in or willing to relocate/commute to San Francisco.

Responsibilities

• Own scheduling and calendar management for founders and executives.
• Triage and manage executive communications and priorities.
• Coordinate meetings end to end with agendas and follow-ups.
• Support senior recruiting—coordinate interview scheduling and onsite logistics.
• Help plan team events, offsites, and culture moments.
• Continuously improve systems and workflows; automate where possible.
• Handle ad-hoc tasks and adapt to changing priorities.

Skills

Communication skills

Organizational skills

Ownership

Startup experience

Job description

About ExaWe raised a $250M Series C to build the search engine for AIs. Led by a16z, with existing investors Benchmark, Lightspeed, and YC doubling down, the round brings Exa's valuation to $2.2 billion. Read moreExa is building a search engine for the AI era. Our Search API currently powers Agents, Fortune 500s and AI labs as we transform an industry that hasn’t been disrupted since the 90s. We're a largely SF-based team of ~100 from Harvard, MIT, Meta, Google Research, ex-founders & dropouts alike. We are rapidly building the most intelligent search engine in history. We’re high agency, low-ego, and united by the feeling that this is one of the last problems worth getting right. Now, we’re looking for an in-person Executive Assistant to help our C-suite and team run smoothly from our San Francisco office.

About the Role

In the EA role at Exa, you’ll support both our C-suite and broader team with operations, coordination, and scheduling. This is a highly variable, high-trust role where new and unexpected tasks come up often — you’ll be the connective tissue between leadership, the team, and the physical office. This role offers a rare, 30,000-foot view into the inner workings of a hyper growth startup—working directly alongside the CEO and executive team as they scale. You’ll be responsible for maximizing the founders' leverage across the entire organization—owning calendars, clearing bottlenecks, and making sure nothing falls through the cracks. This is an ideal role for someone who thrives in ambiguity, operates with high agency, and wants a front-row seat to building an iconic company.

What You'll Do

• Own scheduling and calendar management for our founders — anticipate conflicts, protect focus time, and keep the day running smoothly
• Triage and manage executive communications — know what's urgent, what can wait, and what you can handle directly
• Coordinate meetings end to end — scheduling, agendas, follow-ups, and making sure the right people are in the right room at the right time
• Support senior recruiting — coordinate interview scheduling and onsite logistics for leadership and executive-level candidates, ensuring a world-class candidate experience
• Help plan team events, offsites, and culture moments — from weekly team traditions to company-wide gatherings, you'll help make Exa a place people love to work
• Continuously improve systems and workflows — you're not just running processes, you're making them better. Bonus if you enjoy automating parts of your own role
• Handle the unexpected — You're ready for anything and energized by variety and ad-hoc tasks

Who You Are

• 2+ years of experience in operations or in a similar role
• Excellent communication and organizational skills - you can engage comfortably with leadership, candidates, investors, and partners
• Strong ownership and ability to operate with little direction
• Enjoy juggling multiple workstreams and fast-changing priorities
• Strong people instincts — you know when to step in, how to help, and when to stay out of the way
• Comfortable in a fast-moving, high-growth startup environment
• Based in or able to relocate/ commute to San Francisco

This is a full-time, in-person role in San Francisco. In addition to premium healthcare benefits (medical, dental, vision), we also offer fertility benefits and a monthly wellness stipend to all of our employees.

Exa is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability, age, veteran status, marital status, pregnancy or related conditions, criminal histories consistent with applicable law, or any other basis protected by applicable law.