Executive Chief of Staff & Executive Administrator

CXApp; San Ramon (CA); Hybrid; USD 150,000 - 210,000; Full time

Job summary

CXAI seeks an Executive Chief of Staff & Executive Administrator in the San Francisco Bay Area. Hybrid role supporting the CEO with calendar management, travel planning, and daily operations to maximize productivity and impact.

You will act as gatekeeper, prioritize meetings, prepare briefs, and ensure engagements are informed and productive. The role requires strategic thinking, discretion, and cross-functional collaboration with product, AI/engineering, sales, finance, and operations.

Qualifications

• 5–10+ years supporting senior executives in tech or public-company environments.
• Exceptional writing, briefing and summarization skills.
• Ability to anticipate issues, risks, and opportunities for the CEO.
• High judgment, integrity, and discretion handling confidential information.
• Strong organization, prioritization and follow-through, with meeting prep.
• Experience working with board, investor relations, or exec operations is a plus.

Responsibilities

• Manage and optimize the CEO’s calendar, travel, workflow, and daily operating cadence.
• Act as the CEO’s gatekeeper, prioritizing meetings, requests, and communications.
• Prepare briefing docs, agendas, and executive summaries for meetings.
• Ensure CEO engagements are informed, productive, and followed through.
• Maintain a proactive view of the CEO’s commitments and strategic goals.

Skills

Calendar management

Executive support

Written communication

Strategic thinking

Cross-functional collaboration

Job description

Executive Chief of Staff & Executive Administrator

Work Directly With the CEO — CXAI (Nasdaq: CXAI)

San Francisco Bay Area | Hybrid | High-Impact Executive Role

CEO Time, Priorities & Executive Operations

• Manage and optimize the CEO’s calendar, travel, workflow, and daily operating cadence
• Act as the CEO’s gatekeeper, prioritizing meetings, requests, and communications
• Prepare detailed briefing docs, agendas, and executive summaries
• Ensure that every CEO engagement is informed, productive, and followed through
• Maintain a proactive view of the CEO’s commitments and strategic goals

Strategic Partner & Advisor

• Serve as a thinking partner to the CEO, offering perspective, clarity, and pattern recognition
• Anticipate issues, risks, and opportunities ahead of time
• Participate in selected internal and external meetings, capturing insights and driving actions
• Help the CEO frame decisions and maintain focus on what matters most
• Provide judgment, discretion, and a trusted sounding board

Cross-Functional Alignment & Execution

• Drive alignment across product, AI/engineering, sales, finance, and operations
• Track key initiatives, commitments, and action items across the executive team
• Ensure teams are accountable and operating with clarity and urgency
• Lead or support special cross-company projects that require CEO visibility
• Strengthen internal communication flow between the CEO’s office and the organization

Board, Investor & Customer Engagement Support

• Support prep for board meetings, strategic sessions, and executive offsites
• Assist with briefings for investor meetings, earnings cycles, and financial milestones
• Coordinate materials, messaging, decks, and follow-up
• Partner with IR, finance, and legal to ensure accuracy and alignment in communication
• Prepare talking points and summaries that reflect the CEO’s voice and priorities

Communications & Executive Presence

• Draft high-quality CEO communications: internal memos, updates, emails, summaries
• Prepare content for presentations, keynotes, and industry conversations
• Maintain a high standard of clarity, tone, professionalism, and impact
• Protect the CEO’s time and brand through disciplined communication and filtering

AI & Innovation Support (Non-Technical)

• Track high-level milestones across agentic AI, spatial intelligence, and product strategy
• Coordinate with product and engineering leadership on AI-related updates and deliverables
• Maintain alignment between the CEO’s innovation agenda and operational execution

What You Bring

Essential Experience:

• 5–10+ years supporting senior executives (CEO, founder, chairman, or C-suite)
• Proven ability to operate in fast-moving tech or public-company environments
• Exceptional writing, communication, and executive briefing skills
• High judgment, integrity, and ability to handle sensitive information
• Superior organization, prioritization, and follow-through
• Strong meeting preparation and executive presence

Preferred Experience:

• Experience in AI, SaaS, enterprise software, or emerging technology
• Prior Chief of Staff, Executive Operations, or Senior EA hybrid background
• Familiarity with board and investor relations workflows
• Ability to synthesize complex information quickly

You Are:

• Calm under pressure and always two steps ahead
• Highly reliable, discreet, and trusted with confidential matters
• A natural systems-builder who brings structure to fast-paced environments
• Sharp, thoughtful, and able to partner directly with a high-performance CEO
• A communicator who can move between detail and high-level narrative easily

You’ll operate in an environment where:

• AI innovation moves fast
• Strategy and execution intersect daily
• Leadership conversations matter
• Every day brings new opportunities to create leverage

Location:

• San Francisco Bay Area (San Ramon)
• Hybrid: in-office for CEO-facing days; flexibility for remote work

Why This Role Matters

This role provides a privileged

You will be a force multiplier for the CEO — helping him expand impact, velocity, and clarity across CXAI.