Executive Assistant to the CEO

Zania; San Francisco (CA); On-site; USD 80,000 - 110,000; Full time

Job summary

Zania is seeking an Executive Assistant to the CEO in Palo Alto. In a hyper-growth Series A environment, you will be the strategic partner enabling the CEO to lead and scale the company.

You will manage complex personal logistics, support hiring, and drive operational efficiency with AI-driven workflows. The role requires 4+ years supporting a CEO or founder in a fast-paced startup, and you must be AI-native with exceptional discretion and communication.

Qualifications

• 4+ years of experience supporting a C-level executive in a high-growth startup.
• Fluent in modern AI tools and automation to improve efficiency.
• Willingness to relocate to Palo Alto and work in person five days a week.
• Excellent written communication and high discretion.

Responsibilities

• AI-native productivity: draft communications, research specialists, synthesize meeting transcripts, and build workflows.
• Drive business operations: develop SOPs, track CRM pipelines, source and negotiate with vendors, assist with light finance/invoicing, and support hiring.

Skills

AI tools fluency

C-level support

Proactive thinking

Discretion and polish

Tools

CRM software

Invoicing tools

Job description

Role Overview

As the Executive Assistant to the CEO, you are the ultimate force multiplier for our Chief Executive Officer. In a hyper-growth Series A environment, the CEO’s time is our most critical asset. We are not looking for a traditional administrator; we are looking for a highly strategic, AI-native partner who thrives at a 24/7 pace and possesses an aggressive growth mindset. You will act as a gatekeeper, business operations engine, and personal life manager, seamlessly turning stray thoughts into prioritized, trackable actions. Your mandate is to build deep context into the CEO's work and life, anticipating roadblocks and solving them with extreme velocity so the CEO can focus purely on leading and scaling Zania.

What You'll Do

• Multiply Output with AI: Be unapologetically AI-native. Utilize tools like ChatGPT, Claude, and Perplexity daily to 10x your output—whether drafting communications, researching specialists, synthesizing meeting transcripts, or building operational workflows.
• Drive Business Operations: Step far beyond calendar management. Build and maintain standard operating procedures (SOPs), track CRM pipelines, source and negotiate with vendors, assist with light finance/invoicing, and support hiring by screening candidates and coordinating onboarding.
• Ruthless Time & Inbox Management: Own the CEO’s calendar and inbox end-to-end. Triage incoming requests, draft high-quality, AI-enhanced responses in the CEO's voice, track action items from daily stand-ups, and relentlessly drive tasks to closure without requiring an additional layer of project management.
• Manage Personal Wellness & Health: Protect the CEO's physical and mental stamina. Oversee biometric and health data tracking, coordinate meal planning and fitness schedules, manage medical appointments and insurance claims, and curate sleep, recovery, and wellness resources.
• Household & Family Logistics: Blur the lines between business and personal to give the CEO total peace of mind. Manage household vendors, coordinate personal errands, plan family travel and events, handle gift research, and oversee home maintenance so the CEO never has to worry about the details outside the office.
• Meeting & Board Prep: Ensure the CEO is fully briefed and prepared for all engagements. Build agendas, compile investor pre-read materials, and proactively design playbooks that make execution feel seamless.

What You Have

• Experience: 4+ years of experience supporting a C-level executive, Founder, or CEO in a high-growth, fast-paced startup environment, with a proven track record of handling both business operations and complex personal logistics.
• AI-Native & Tech Forward: You are fluent in modern AI tools and naturally look for ways to automate, optimize, and leverage technology to work smarter and faster.
• 24/7 Startup DNA: You possess a relentless work ethic and thrive in a high-intensity, always-on environment. You have a massive growth mindset and love building structure out of ambiguity.
• Extreme Proactivity: You do not just execute tasks; you think three steps ahead. When a problem arises—whether a delayed flight or a vendor dispute—you have already executed the solution before the CEO is even aware of the issue.
• Unwavering Discretion & Polish: Absolute confidentiality, high emotional intelligence, and written communication skills that are polished enough to represent the CEO to Tier-1 investors, enterprise clients, and personal medical professionals alike.
• Location: Based in (or willing to relocate to) Palo Alto, working in-person with the team five days a week.

Compensation Range: $80K - $110K