Strategic Executive Assistant to CFO & People Leader

Vapi; San Francisco (CA); On-site; USD 110,000 - 170,000; Full time

Benefits offered by this job

Equity stake

Health coverage

Off-sites

Flexible time off

Meals & transport

Job summary

Vapi in San Francisco is seeking an exceptional Executive Assistant to support our CFO and Finance team, while also assisting the Head of Talent & People with calendaring and ad hoc tasks. This high-trust role thrives on creating order from chaos and anticipating needs to help executives operate at their highest level.

You'll manage complex schedules, travel, meetings, and confidential information, acting as a force multiplier across Finance, Talent, and leadership.

Qualifications

• 3+ years supporting VP-level or executive leaders in a fast-paced startup.
• Outstanding organizational skills and discretion with confidential information.
• Strong written and verbal communication.
• Proficient with Google Workspace, Slack, Notion, DocuSign, and AI tools.

Responsibilities

• Learn the priorities, operating rhythms, and communication styles of the CFO and Head of Talent & People.
• Take ownership of calendars, scheduling, travel, and meeting logistics.
• Build relationships across Finance and key cross-functional partners.
• Independently manage complex calendars, travel, expenses, and executive communications.
• Coordinate leadership meetings, board logistics, investor meetings, and Finance planning cycles.
• Own operational processes that keep the Finance organization running smoothly.
• Become a trusted partner who proactively identifies problems, removes friction, and keeps priorities moving.
• Drive cross-functional projects, improve operational workflows, and ensure nothing falls through the cracks.

Skills

Calendar management

Executive support

Discretion

Communication

Cross-functional coordination

Process improvement

Tools

Google Workspace

Slack

Notion

DocuSign

AI productivity tools

Job description

Vapi in San Francisco is seeking an exceptional Executive Assistant to support our CFO and Finance team, while also assisting the Head of Talent & People with calendaring and ad hoc tasks. This high-trust role thrives on creating order from chaos and anticipating needs to help executives operate at their highest level.

You'll manage complex schedules, travel, meetings, and confidential information, acting as a force multiplier across Finance, Talent, and leadership.