Idler Executive Assistant supporting three co-founders and the team by managing travel, events, hospitality, and office logistics. The role requires proactive problem-solving, hospitality, and managing multiple tasks to ensure smooth operations.
Responsibilities
A phenomenal Executive Assistant is uniquely observant and thoughtful. You notice what people need before they ask, and you take care of it in a way that makes them feel thought about. When you do this job well, the people around you spend their time on their work instead of on logistics.
You'll work closely with our three co-founders and the team, and with the candidates, visitors, and partners who spend time with us.
This role combines hospitality, logistics, and good judgement. You'll switch between tasks often. You'll handle problems before they reach anyone else, and you'll know when to decide on your own and when to ask. Most of all, you'll be someone we trust: with our guests, our plans, and the things we tell you in confidence.
Plan travel for the co-founders and the team — you will book flights, hotels, and ground transport, and when a flight is cancelled at 11pm, you'll have a new plan ready before the traveler asks.
Run the moments that matter — you will plan team dinners, offsites, onboardings, and the dinners we host for researchers and founders. That includes everything from booking the venue and catering to carrying the tables and cleaning up after the last guest leaves.
Host candidates and visitors — you will build the schedule for an onsite, book the hotel, order the meals, and greet people when they arrive, so that everyone who visits leaves feeling cared for.
Remember people — you will keep track of what candidates, teammates, and partners tell us they care about, and choose what we send them: a book for a candidate we're about to make an offer to, a thank-you for an advisor.
Look after the office and the vendors behind it — you will keep snacks, coffee, supplies, and team meals stocked and have a new hire's desk, laptop, and monitor ready on their first morning. You will also find, negotiate with, and pay our caterers, venues, and suppliers inside the budget we agree on.
Take on whatever matters most that week — dinner reservations and expense reports for the co-founders, an event planned in two days, a desk rearrangement for three new hires.
Build systems rather than one-off solutions — every event, onsite, and new hire's first day should be easier than the last because you wrote down what worked.
Hospitality and taste — you feel good when someone's day goes better because of something you did, and you pick restaurants, venues, and gifts that people are glad to receive.
Willingness to do any task — you'll negotiate a catering contract in the morning and unload cases of water in the afternoon.
Qualification
ClearYou might excel if youWe'll rely on you for a lotFree meals in officeHealthcare
Required
Two or more years supporting an executive, founder, or small team, or running event or hospitality operations.
Experience managing a budget and negotiating with vendors.
Clear, warm writing. You'll write to candidates, guests, and vendors on our behalf.
A system for tracking commitments that you can describe to us.
You might excel if you...
Have been the first EA at a company under 50 people.
Have supported more than one executive at the same time.
Have worked in a role where you operated well beyond your job description.
We'll rely on you for a lot. In return, we'll teach you everything we know, and as we grow, we'll help you build the career you want.
In person in San Francisco five days a week, with some evenings for events (Potrero Hill, a 10-minute walk from 22nd Street Caltrain)
