Executive Assistant to the CEO

Quartermaster AI; Arlington (TX); On-site; USD 90,000 - 150,000; Full time

Job summary

Quartermaster AI is seeking an experienced Executive Assistant to partner directly with the CEO in a high-growth startup. You will manage calendars, anticipate needs, and coordinate complex travel while handling confidential information with discretion.

This role demands elite organizational skills, a bias toward action, and comfort in a fast-paced, evolving environment where priorities shift rapidly.

Qualifications

• 7+ years as an Executive Assistant to a CEO or founder at Series B+ startups.
• Experience thriving in high-growth, high-ambiguity environments.
• Excellent judgment and discretion with confidential information.
• Elite organizational systems and processes you implement.
• Calm under pressure; handle ambiguity and last-minute changes.
• Excellent written and verbal communication.
• Bias toward action and ownership.
• Willingness to work long or unpredictable hours when urgency demands it.
• Tech-savvy with calendar, travel, and productivity tools.

Responsibilities

• Own the CEO's calendar end-to-end with prioritization across board members, investors, customers, and leadership.
• Anticipate needs before they're asked and stay three steps ahead.
• Coordinate complex, fast-changing travel logistics (domestic and international).
• Serve as gatekeeper for confidential information with discretion.
• Build and maintain systems that bring structure to a fast-moving environment.
• Coordinate cross-functionally with leadership, finance, and People teams on scheduling and events.
• Manage expenses, vendor relationships, and ad hoc tasks.
• Adapt to evolving responsibilities as the company grows.

Skills

Executive support

Calendar management

Travel coordination

Discretion

Communication

Organizational skills

Problem solving

Bias toward action

Adaptability

Tools

Google Workspace

Slack

Notion

Job description

About the Role:

We're looking for a battle-tested Executive Assistant to partner directly with our CEO. Someone who has spent years in high-growth, Series A-and-beyond startups and knows what that pace demands. This isn't an entry-level support role. We need someone who has seen productive chaos before, isn't rattled by it, and treats it as raw material to build order from. You'll be the CEO's key asset for managing time, and priorities so nothing important slips and nothing urgent gets missed.

What You'll Do:

• Own the CEO's calendar end-to-end — ruthlessly prioritizing competing demands across board members, investors, customers, and internal leadership.

• Anticipate needs before they're asked; you're often three steps ahead, not reacting to the last request.

• Coordinate complex, fast-changing travel logistics (domestic and international) with zero hand-holding.

• Act as a trusted gatekeeper and first point of contact for the CEO, managing sensitive and confidential information with discretion.

• Build and maintain systems —calendars and follow-up loops — that bring structure to a fast-moving, often ambiguous environment.

• Coordinate cross-functionally with leadership, finance, and People teams on scheduling, offsites, board meetings, and special projects.

• Manage expenses, vendor relationships, and ad hoc administrative or personal tasks as needed.

• Jump into whatever fire needs putting out — this role is not static, and the job description will evolve as the company does.

What We're Looking For:

• 7+ years of experience as an Executive Assistant supporting a C-level executive, ideally a CEO or founder, at a Series B or later venture-backed startup.

• A proven track record of thriving in high-growth, high-ambiguity environments — you've supported a company through scaling, fundraising, and organizational change.

• Exceptional judgment and discretion; you can be trusted with highly confidential information without a second thought.

• Elite organizational skills — you build the systems and processes that don't yet exist, rather than waiting to be told how.

• Calm under pressure. Ambiguity and last-minute changes don't throw you off; you find the signal in the noise.

• Excellent written and verbal communication — you can represent the CEO's voice accurately and professionally.

• A bias toward action and ownership — you solve problems rather than escalat

• Comfortable working long or unpredictable hours occasionally, and available outside standard business hours when true urgency requires it.

• Tech-savvy across calendar, travel, communication, and productivity tools (e.g., Google Workspace, Slack, Notion, expense platforms); quick to adopt new tools.

Nice To Have:

• Experience supporting a CEO through a board cycle, fundraise, or major company milestone (e.g., Series C, IPO prep, acquisition).

• Background in a fast-paced tech or AI company.

• Experience managing a small team of support staff or coordinating with other EAs/executive support functions.

Why Join Quartermaster AI

You'll work at the center of the company, with direct visibility into strategy, board dynamics, and how a high-growth company is really built. This role has real influence — the person in this seat helps set the pace and the tone for how the whole leadership team operates.