Executive Assistant

External

Trase · Seattle Preferred

$120K–$150K/yrFull-timeRemote2w ago

Hugging FaceLeadership

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About the role

Co-founded in 2023 by Joe Laws and Grant Verstandig , Trase Systems is AI, Uncomplicated. Trase empowers enterprise leaders to harness the full potential of AI without the associated complexity and risks. We are an end-to-end solution for deploying, managing, and optimizing AI in the enterprise. Our platform specializes in bridging the "last mile" of AI adoption, unlocking AI's full potential while driving efficiency and significant cost savings. Trase is at the forefront of AI Agent innovation, topping the Hugging Face GAIA Leaderboard for Generalized AI Assistants, ahead of industry giants such as Google, Meta, Microsoft, and OpenAI. We are leveraging our cutting-edge technologies to develop mission-critical agentic applications in complex industries such as Healthcare, Oil & Gas, and National Security. Trase is hiring a highly experienced Executive Assistant to support both the President and CTO. This is a core, high-impact role requiring strong judgment, maturity, and the ability to operate as a true extension of leadership. You'll manage complex scheduling, international travel, and shifting priorities while proactively planning ahead-ensuring executives are focused on what matters most. This role requires someone local to Seattle who can work in the same time zone and be present in-office as the company grows.

Responsibilities

Executive Support (Core Responsibility)

Provide dedicated support to the President and CTO

Act as a true gatekeeper-prioritizing time, managing interruptions, and confidently saying "no" when needed

Proactively manage and plan upcoming priorities, including shaping agendas weeks to months in advance

Track fast-moving commitments (e.g., external engagements) and ensure executives are prepared and present

Calendar Management & Scheduling

Own complex calendars with constant changes ("calendar churn")

Coordinate meetings across multiple time zones (U.S. and global)

Navigate last-minute changes with speed and sound judgment

Ensure executives have space for focus time, breaks, and realistic schedules

Travel & Logistics

Manage all domestic and international travel booking end-to-end

Make smart, experience-based decisions (e.g., balancing cost vs. practicality-not defaulting to impractical early flights)

Align travel with business priorities and executive well-being

Expenses & Approvals

Own expense management, including submission and approvals

Ensure accuracy, timeliness, and alignment with company policies

Take full ownership of this process to reduce executive overhead

Stakeholder Coordination

Liaise with internal teams and external stakeholders (customers, partners, investors)

Track down and coordinate executives when needed across competing priorities

Represent leadership with professionalism and clarity

Office & Operations (Core as Office Opens potential for summer/fall 2026)

Take on office administration responsibilities as the Seattle office launches

Support office setup, vendor coordination, and ongoing operations

Help establish processes and structure for a growing team

Events & Planning

Support planning of company events (e.g., offsites, team gatherings, board meetings)

Initially a lighter lift, growing over time; partner with the broader team to execute

Help manage budgets and logistics for these events

Process & Scaling

Build and improve administrative processes as the company grows

Partner with Operations on scaling systems and workflows

Potential to support light business operations work over time (not a primary responsibility initially)

Executive Assistant

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