Executive Assistant & Office Operations

Social description:

Executive Assistant & Office Operations at a YC-backed AI startup. $100K-$120K cash. No equity. In-person SF.

Prox builds AI technical support for complex physical products -- power tools, powersports equipment, agriculture, heavy machinery. Anything that requires an installation guide or a complex manual.

Backed by Y Combinator, Bloomberg Beta, Paul Graham, SV Angel, Burst Capital, and more. Small team now, hiring toward the next intense phase.

How we operate

We run the company out of a git-based knowledge graph. Every customer meeting note. Every investor and vendor conversation. Our writing style, our voice, our positioning. Product ideas, new features, and roadmap decisions. Marketing campaigns, LinkedIn content, outreach sequences, conference pipeline.

Structured, linked, versioned -- with an agent layer on top that reads, writes, syncs, briefs, and completes tasks. This is what we build for our customers: take everything a company knows about its products -- manuals, specs, forum threads, support history -- and make it queryable by an AI that never forgets and never sleeps. We do the exact same thing for ourselves.

The character flaw we're hiring for

You cannot watch a loose end sit there without needing to close it. A calendar conflict, an unsigned document, a half-planned conference, an unclear candidate next step, an unpaid invoice, a vendor thread with no owner -- it all bothers you until reality is clean again.

You think like a very high-agency operator. Every recurring mess has a pattern. Every pattern can become a checklist, a reminder, a calendar block, a vendor process, a doc, a script, or a delegated owner. You do not need permission to make the company less chaotic.

But you have taste. Output that looks sloppy bothers you -- be it an email, an event plan, a candidate note, a vendor handoff, a travel itinerary, or a customer dinner invite. The aesthetic of the work matters. Every operational detail is a signal.

Your job is to make the founders' lives feel like the important work is easier to reach. The company should feel calmer, faster, and more buttoned-up because you are in the room.

What you'll juggle

• executive assistance -- calendars, scheduling, travel, logistics, reminders, occasional personal tasks
• conferences and events -- registration, flights, hotels, booth materials, meeting schedules, dinners, follow-up checklists
• hiring operations -- candidate scheduling, Ashby hygiene, trial logistics, offer paperwork coordination, onboarding checklists
• company administration -- payroll coordination, vendor follow-up, invoices, expenses, insurance, legal docs, compliance reminders
• office operations -- supplies, meals, equipment, repairs, guests, conference rooms, everyday friction removal
• founder prep -- agendas, briefs, printed materials, reminders, daily priorities, follow-through after meetings
• contractor coordination -- videographer, designer, content, agencies, vendors, and one-off specialists
• knowledge graph hygiene -- keeping the operational brain clean enough that the team can trust it

most of this work is invisible when it is done well -- which is exactly why it matters

What we're looking for

• operationally excellent -- you notice what is missing before anyone asks
• extremely organized -- calendars, docs, vendors, candidate flows, event plans, and reminders stay current
• high-trust -- confidential information stays confidential, and sensitive details do not fall through cracks
• strong written communicator -- clean emails, crisp notes, no confusing handoffs
• good with tools -- Google Workspace, Slack, Ashby, Attio, Linear, spreadsheets, calendar systems, and AI tools
• fast learner -- productive in a new system within days
• tasteful -- rough output bothers you, and you polish the details without turning everything into bureaucracy
• calm under pressure -- urgent things happen, and you keep moving
• cares deeply -- the work feels personal, the details are never someone else's problem

Bonus: startup ops, events, recruiting coordination, office management, or founder support experience.

Comp

$100K-$120K cash salary

No equity

Full health, dental, vision; daily meals

In-person SF, 6 days/week; occasional remote flexibility for personal travel with advance notice

Process

Application -> founder call -> practical ops trial -> paid work trial -> offer