Executive Personal Assistant

Are you a resourceful and organized professional ready to make a direct impact at the highest level? We’re seeking an Executive Personal Assistant to support our CEO in amplifying his productivity, both personally and professionally. Based in Menlo Park, CA, this role provides an exciting opportunity to work closely with the CEO, gaining a deep understanding of his routines, priorities, and approach to leadership.

In this dynamic, hands-on environment, you’ll bring your initiative and problem-solving skills to anticipate needs and tackle challenges confidently, even in evolving and ambiguous situations. You’re energized by improving processes, streamlining tasks, and making decisions that allow the CEO to focus on his vision and highest priorities.

As Executive Personal Assistant, you’ll shadow the CEO daily, observing his workflow and identifying ways to increase efficiency and enjoyment in both his professional and personal life. You’ll manage tasks he prefers to delegate, seamlessly handling details and finding solutions that make a real difference. Approximately 70% of the workload is focused on Executive Assistant responsibilities, with the remaining 30% dedicated to personal and household management. However, this split may vary, so a high level of flexibility and adaptability is essential to accommodate shifting priorities.

If you’re excited about building a strong, impactful partnership with a visionary leader and thriving in a role where no two days are the same, we’d love to meet you!

Responsibilities:

High-Touch Support & Executive Assistance

• Comprehensive Administrative Support: Take ownership of scheduling, prioritizing, and managing the CEO's professional and personal calendars. Handle incoming communications promptly and professionally, drafting responses and coordinating follow-ups.
• Time & Project Management: Shadow the CEO to gain insight into his routines, prioritize his tasks, and help him focus on top-priority objectives. Plan and track key initiatives and action items to ensure deadlines are met.
• Travel Coordination: Organize complex travel logistics for business and personal trips in collaboration with travel agencies, ensuring seamless itineraries.
• Document & Information Management: Organize and maintain confidential documents and files, supporting the CEO’s record keeping needs for both business and personal matters.

Personal & Household Management

• Household Oversight: Support the efficient functioning of the CEO’s household by overseeing daily tasks and collaborating with household staff. Coordinate tasks to meet the CEO’s standards and preferences.
• Errands & Personal Tasks: Handle various personal errands, from shopping and event planning to managing family tasks, pet care, and home upkeep. Oversee special events and gatherings, ensuring all aspects are carefully planned and executed.
• Family Office & Personal Finance Support: Assist with family office-related tasks, including bookkeeping, financial documentation, and communication with the CEO’s finance team as needed.

Collaborative Brainstorming & Content Support

• Thought Partner: Engage in brainstorming sessions on a range of topics, take detailed notes, and help organize these into prioritized action items. Proactively identify ways to give the CEO leverage on tasks he doesn’t have the time or interest to tackle.
• Writing & Content Creation: Draft a variety of content quickly and effectively, including emails, social posts, reports, and any entrepreneurship-related projects.

Qualifications:

• Prolific Writer and Synthesizer: Able to communicate effectively and frequently on behalf of the CEO, crafting clear and concise messages across various channels. You’ll also help streamline and prioritize information to ensure that key messages reach the right people at the right time, enhancing communication efficiency.
• Proactive and Effective Problem Solver: Demonstrates proactive and confident problem-solving skills, taking ownership of tasks and seeking opportunities to improve processes and outcomes without direct supervision.
• Organizational Mastery: Demonstrates skill in organizing, scheduling, and prioritizing complex workflows.
• Driven and Detail-Focused: Able to manage a high volume of tasks with a structured, proactive approach and consistently follow through on priorities to keep workflows running smoothly.
• Adaptability & Flexibility: Able to switch between tasks efficiently and remain flexible to changing needs.
• Tech-Savvy: Proficiency with productivity tools such as spreadsheets, Airtable, Loom, and AI tools like ChatGPT.
• Confidentiality: High level of discretion and integrity in handling sensitive information.
• Positive & Insightful: Energized by the role and capable of contributing ideas to improve productivity and efficiency.

How to Stand Out in Your Application:

We’re looking for someone proactive, tech-savvy, and skilled in effective communication. If you’re genuinely interested in this role, we’d like to see these qualities in action.

Start by exploring the QuillBot website and using one of its apps or extensions (like the QuillBot Chrome Extension). In your application below, let us know what you found valuable about the product and any areas you’d improve.

Benefits & Perks!

• Competitive salary, annual bonus, and RSUs
• Medical coverage, including full dental and vision
• Life and disability benefits
• 401(k) program (US) / retirement savings plan (Canada) with company match
• One month paid sabbatical after 5 years at the company
• Education reimbursement
• Professional development workshops & industry conferences
• Paid parental leave
• Flexible work schedule
• Social responsibility program (volunteer time off and donation matching)
• Annual wellness stipend
• Biweekly tech stipend
• Annual family planning stipend
• Quarterly snack boxes delivered to your door

For positions in San Francisco, CA, and other locations where required, we will consider for employment qualified applicants with arrest and conviction records. Other locations: IL, MA, NJ.

Research shows that candidates from underrepresented backgrounds often don't apply for roles if they don't meet all the criteria. We strongly encourage you to apply if you're interested: we'd love to learn how you can amplify our team with your unique experience!

This role is eligible for hire in the San Fransisco Bay Area.

We are a virtual-first company and have employees dispersed throughout the United States and Canada. We have a market-based pay structure that varies by location. The base pay for this position is dependent on multiple factors, including candidate experience and expertise, and may vary from the amounts listed below. You may also be eligible to participate in our bonus program and may be offered an equity award, benefits, and other types of compensation.

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