Senior Executive Assistant to CPTO — Global Ops

artificial intelligence and robotics laboratory (itu air lab); San Francisco (CA); On-site; USD 125,000 - 140,000; Full time

Job summary

Air seeks an experienced Executive Assistant to support our Chief Product and Technology Officer (CPTO) in a fast-growing, mission-driven environment. This role demands proactive partnership, exceptional organization, and the ability to manage competing priorities with urgency and discretion.

You will own the CPTO’s schedule, coordinate internal/external communications, and handle travel, expenses, and leadership offsites across multiple time zones. Travel may be up to 10% as needed.

Qualifications

• 5+ years of experience as an Executive Assistant supporting C-suite or senior executives, ideally with additional office management or workplace operations experience in a high-growth technology or startup environment.
• Experience working in ambiguous and fast-paced environments
• Experience with AI tools (e.g. Google Gemini, Claude) and embedding them to operational and organizational work

Responsibilities

• Own end-to-end executive support for the Chief Product and Technology Officer (CPTO), expertly managing evolving priorities, schedules, and daily operations across time zones, optimizing time and commitments while anticipating needs, resolving conflicts, and independently solving logistical challenges
• Build strong relationships with internal and external stakeholders, serving as a trusted point of contact on behalf of the CPTO and ensuring timely, thoughtful follow-through
• Manage incoming and outgoing communications, track follow-ups, action items, and commitments to ensure seamless execution across the Product and Engineering teams across multiple time zones
• Prepare and distribute meeting agendas, pre-reads, and post-meeting follow-ups to drive clarity and accountability
• Coordinate complex travel arrangements, including flights, ground transportation, accommodations, and detailed itineraries; proactively adjust as plans change
• Maintain accurate expense reporting
• Support planning and execution of leadership offsites, strategy sessions, and company events as needed
• Contribute to cross-functional initiatives, special projects, and evolving administrative priorities
• Serve as the primary onsite point of contact for SF employees, visitors, candidates, and visiting executives, ensuring a polished and welcoming workplace experience
• Manage day-to-day office needs within the coworking environment, including access, meeting spaces, supplies, mail and deliveries, workplace readiness, and issue resolution

Skills

Executive Support

C-suite experience

Ambiguity management

Communication skills

Travel coordination

Education

Bachelor's Degree

Tools

Google Gemini

Claude AI

Job description

Air seeks an experienced Executive Assistant to support our Chief Product and Technology Officer (CPTO) in a fast-growing, mission-driven environment. This role demands proactive partnership, exceptional organization, and the ability to manage competing priorities with urgency and discretion.

You will own the CPTO’s schedule, coordinate internal/external communications, and handle travel, expenses, and leadership offsites across multiple time zones. Travel may be up to 10% as needed.