Executive Assistant

Joist AI

Executive Assistant providing strategic support to the CEO at a fast-moving AEC firm. Managing complex schedules, communications, and travel planning for customer and team engagements.

Posted 6/12/2026full-timeSan Diego • California • 🇺🇸 United StatesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Support the CEO with complex calendar management and strategic time protection
Eliminate time leakage through efficient meeting management and priority setting
Be the communication liaison for customers and stakeholders reaching the CEO
Plan travel logistics for domestic and international trips
Coordinate offsites and customer visits

Requirements

What you’ll need

3-5+ years supporting founders or senior executives, ideally at a startup or fast-moving tech company
You’ve supported a high-output executive in a fast environment and you kept up
You’ve planned real travel, not just booked a flight; you know what to do when the 6am to JFK cancels at 4am
You write well.
You’ve held confidential information and never been the leak
Comfortable in Google Workspace, Slack, and whatever new tool we throw at you next month

Benefits

Comp & perks

Protect the CEO’s time strategically without being a rigid gatekeeper (this is the job)
Own a complex CEO calendar across multiple time zones, with more execs added over time
Eliminate time leakage: kill meetings that don’t need to happen, shorten the ones that do, batch the rest
Make tradeoff calls on competing requests without escalating every one
Build a calendar that reflects real priorities, not just whoever asked loudest
Protect deep work blocks like they’re customer meetings
Build automations where you can: we rely on everyone at the company to work smart with the best available tools
Be the front door for customers, investors, partners, and candidates reaching the CEO
Customers come first here; their requests get triaged with that bias and never sit
Draft and send emails on behalf of the CEO
Triage inbound: ruthlessly prioritize what gets a fast reply, what gets a holding message, what gets escalated, what waits
Handle confidential conversations (board, fundraising, hiring, customer issues) with the discretion the role demands
Plan domestic and occasional international travel: flights, hotels, ground, agendas, expense reconciliation
Coordinate trips to customer sites, which often means jobsite visits, regional AEC offices, and industry conferences (AIA, ENR events, AEC tech summits)
Run offsites, dinners, and customer visits in San Diego and on the road
Help the people you support keep their lives running so they can keep the company running
The judgment to know when a personal thing is blocking work and to handle it before anyone asks
Occasionally pick up a discrete project end-to-end when it lands between functions
Early-stage means some weeks you’ll help close a vendor contract, run point on an offsite, or unblock something for recruiting or HR
The smallest part of the job by design, but real

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Applicant Tracking System Keywords

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Soft Skills

calendar managementstrategic time protectionmeeting managementpriority settingcommunication liaisontravel planninglogistics coordinationconfidentialitywriting skills