Executive Assistant to Founders

About the role

In the EA role at Exa, you'll support both our C-suite and broader team with operations, coordination, and scheduling. This is a highly variable, high-trust role where new and unexpected tasks come up often - you'll be the connective tissue between leadership, the team, and the physical office. This role offers a rare, 30,000-foot view into the inner workings of a hyper growth startup-working directly alongside the CEO and executive team as they scale. You'll be responsible for maximizing the founders' leverage across the entire organization-owning calendars, clearing bottlenecks, and making sure nothing falls through the cracks. This is an ideal role for someone who thrives in ambiguity, operates with high agency, and wants a front-row seat to building an iconic company.

Responsibilities

• Own scheduling and calendar management for our founders - anticipate conflicts, protect focus time, and keep the day running smoothly
• Triage and manage executive communications - know what's urgent, what can wait, and what you can handle directly
• Coordinate meetings end to end - scheduling, agendas, follow-ups, and making sure the right people are in the right room at the right time
• Support senior recruiting - coordinate interview scheduling and onsite logistics for leadership and executive-level candidates, ensuring a world-class candidate experience
• Help plan team events, offsites, and culture moments - from weekly team traditions to company-wide gatherings, you'll help make Exa a place people love to work
• Continuously improve systems and workflows - you're not just running processes, you're making them better. Bonus if you enjoy automating parts of your own role
• Handle the unexpected - You're ready for anything and energized by variety and ad-hoc tasks.

Requirements

• 2+ years of experience in operations or in a similar role
• Excellent communication and organizational skills - you can engage comfortably with leadership, candidates, investors, and partners
• Strong ownership and ability to operate with little direction
• Enjoy juggling multiple workstreams and fast-changing priorities
• Strong people instincts - you know when to step in, how to help, and when to stay out of the way
• Comfortable in a fast-moving, high-growth startup environment
• Based in or able to relocate/ commute to San Francisco
• This is a full-time, in-person role in San Francisco . In addition to premium healthcare benefits (medical, dental, vision), we also offer fertility benefits and a monthly wellness stipend to all of our employees.

Benefits

Additional Information

About Exa We raised a $250M Series C to build the search engine for AIs. Led by a16z, with existing investors Benchmark, Lightspeed, and YC doubling down, the round brings Exa's valuation to $2.2 billion. Read more Exa is building a search engine for the AI era. Our Search API currently powers Agents, Fortune 500s and AI labs as we transform an industry that hasn't been disrupted since the 90s. We're a largely SF-based team of ~100 from Harvard, MIT, Meta, Google Research, ex-founders & dropouts alike. We are rapidly building the most intelligent search engine in history. We're high agency, low-ego, and united by the feeling that this is one of the last problems worth getting right. Now, we're looking for an in-person Executive Assistant to help our C-suite and team run smoothly from our San Francisco office.

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