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About the Role
As the Executive Assistant to the CEO, you are the ultimate force multiplier for our Chief Executive Officer. In a hyper-growth Series A environment, the CEO’s time is our most critical asset. We are not looking for a traditional administrator; we are looking for a highly strategic, AI-native partner who thrives at a 24/7 pace and possesses an aggressive growth mindset. You will act as a gatekeeper, business operations engine, and personal life manager, seamlessly turning stray thoughts into prioritized, trackable actions. Your mandate is to build deep context into the CEO's work and life, anticipating roadblocks and solving them with extreme velocity so the CEO can focus purely on leading and scaling Zania.
Responsibilities
- Utilize AI tools daily to draft communications, research specialists, synthesize meeting transcripts, and build operational workflows.
- Build and maintain standard operating procedures (SOPs), track CRM pipelines, source and negotiate with vendors, assist with light finance/invoicing, and support hiring by screening candidates and coordinating onboarding.
- Own the CEO’s calendar and inbox end-to-end, triage incoming requests, draft AI-enhanced responses, track action items, and drive tasks to closure.
- Oversee biometric and health data tracking, coordinate meal planning and fitness schedules, manage medical appointments and insurance claims, and curate wellness resources.
- Manage household vendors, coordinate personal errands, plan family travel and events, handle gift research, and oversee home maintenance.
- Build agendas, compile investor pre-read materials, and design playbooks for seamless execution.
Requirements
- 4+ years of experience supporting a C-level executive, Founder, or CEO in a high-growth, fast-paced startup environment.
- Proven track record of handling both business operations and complex personal logistics.
- Fluent in modern AI tools and naturally look for ways to automate, optimize, and leverage technology.
- Possess a relentless work ethic and thrive in a high-intensity, always-on environment.
- Have a massive growth mindset and love building structure out of ambiguity.
- Think three steps ahead and proactively solve problems before they are apparent.
- Maintain unwavering discretion, high emotional intelligence, and polished written communication skills.
Skills
- AI tools (ChatGPT, Claude, Perplexity)
- Business operations
- Calendar management
- Inbox management
- Communication (written)
- Project management
- Vendor management
- Finance/invoicing
- Hiring support
- Onboarding coordination
- Health data tracking
- Meal planning
- Fitness scheduling
- Travel planning
- Event planning
- Meeting preparation
- Investor relations support
Location
- Palo Alto
Work Type
- In-person
- Full-time
Experience Level
- 4+ years
About the Company
- Zania is a hyper-growth Series A environment.