Executive Assistant, Ivo

• 3+ years supporting a CEO, founder, or senior executive in a fast-moving environment, such as a startup, top-tier consulting or banking, or a high-bar in-house EA role
• Exceptional organization. You can hold a hundred moving pieces in your head and on paper, and never drop one
• Strong written communication. You can draft a polished note to a board member, a warm reply to a candidate, and a tight internal update, all in the CEO’s voice
• High judgment and total discretion. You’ll be in the room (or on the thread) for sensitive conversations every day
• A bias to action. You don’t wait for things to be set up; you set them up. Today over tomorrow
• Comfort with the unglamorous. Calendars, expense reports, and dinner reservations are most of the job, and you take pride in doing them perfectly
• In-person, in San Francisco, five days a week, with flexibility on hours when travel or events demand it

Desirable

• We’re hiring an Executive Assistant to support our CEO & co-founder
• This is a pure EA role: calendar, travel, inbox, expenses, and the dozens of small things that make a CEO’s week run
• It sits at the center of how Ivo operates
• You’ll be the person who knows where the CEO needs to be, what he needs to read before he gets there, and what needs to happen the moment a meeting ends
• The CEO’s calendar is a mix of customer meetings, board and investor work, recruiting, internal 1:1s, product reviews, and travel
• The role is fast, varied, and high-trust
• You’ll handle confidential information daily, make judgment calls on behalf of his time, and be the first line of defense for everything that hits his inbox or his door
• This is an in-office role, five days a week, alongside the CEO and the rest of the SF team
• We believe great work happens best when we’re together, and this role in particular only works in person
• You’ll also work in close partnership with the Chief of Staff
• The two of you together are the operating system around the CEO: the CoS owns strategic projects, prioritization, and follow-through, and you own the time, the logistics, and the day-to-day
• You’ll trade context constantly, cover for each other when one of you is heads-down, and make sure nothing falls between you
• The CEO is your primary partner
• Over time, you may also provide support to other members of the executive team as the company grows
• We’ll be thoughtful about scope: your bandwidth and judgment lead the way, and we won’t stretch you so thin that the CEO doesn’t come first
• Partner closely with the Chief of Staff. You both share a single picture of what the CEO is doing, what's coming next, and what needs to be unblocked, and you cover for each other when one of you is offline
• Coordinate with the leadership team, board, investors, customers, and candidates on the CEO’s behalf, with the polish those audiences expect
• Prep meeting materials and pre-reads, take notes when needed, and capture clear next steps
• Help host visitors in the SF office (customers, candidates, partners) so every touchpoint with Ivo feels considered
• Manage the CEO’s calendar end to end: scheduling, rescheduling, prioritizing, and protecting time for the work that matters most
• Make hard trade-offs in real time. When two important things conflict, you make the call (or know exactly when to escalate)
• Build the weekly cadence: standing 1:1s, leadership meetings, customer time, focus blocks, and recovery time after travel
• Book and manage all travel (flights, hotels, ground transport, on-site logistics) for a CEO who travels often, including domestic, international, and customer trips
• Build clean, complete itineraries. Anticipate what could go wrong and have a plan B before it does
• Handle expenses, receipts, and reimbursements promptly so nothing piles up
• Triage the CEO’s inbox: surface what’s urgent, draft replies in his voice for routine items, and make sure nothing important slips through
• Track follow-ups and commitments, internal and external, and close the loop
• Restaurant reservations, gifts, personal logistics that bleed into the workday, the dozens of one-off asks a week. You handle them quietly and well
• Spot patterns and quietly fix them. If something keeps going wrong, you build the system that prevents it
• You’ll work shoulder-to-shoulder with a founder building one of the fastest-growing AI companies in legal tech. Your work directly shapes how he spends his time, and how Ivo grows
• You’ll be one of the most trusted people in the company from day one
• You’ll see the whole company (product, sales, customers, board, recruiting) not just one corner of it
• We invest in our people. Strong EAs at Ivo grow into bigger ops, chief-of-staff, or people-team roles over time, if that’s what they want
• Reports to: CEO & co-founder. Primary support is for the CEO, with the possibility of extending support to other members of the executive team over time