Executive Assistant to Founders

At Exa, we're building a next-generation AI search engine—one that outperforms Google for power users. We help people find the information they can’t get anywhere else: https://exa.ai/websets

We’re an SF-based team of ~80 from Harvard, MIT, Google, Apple, etc. We recently raised a Series B from Benchmark, and we’re rapidly building the most intelligent search engine in history.

Now, we’re looking for an in-person Executive Assistant to help our C-suite and team run smoothly from our San Francisco office.

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.

What You'll Do

• 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.

What We're Looking For:

• 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.