Executive Assistant

Vapi

Executive Assistant supporting CFO at Vapi, a voice AI platform for enterprise voice solutions. Responsible for handling complex scheduling, communication, and cross-functional coordination.

Posted 7/10/2026full-timeSan Francisco • California • 🇺🇸 United StatesMid-LevelSenior💰 $180,000 - $220,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and communication skills while managing complex calendars, travel, and executive communications. Proactively drives cross-functional projects and operational workflows to enhance efficiency within Finance and executive leadership.

Highest-signal resume keywords

Calendar ManagementExecutive CommunicationProject CoordinationOperational Workflow ImprovementConfidential Information Handling

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementTravel CoordinationExpense ManagementMeeting LogisticsOperational Process Ownership

Soft Skills

Proactive Problem SolvingOutstanding JudgmentCalm Under PressureStrong Written CommunicationStrong Verbal Communication

Tools & Technologies

Google WorkspaceSlackNotionDocuSignAI Productivity Tools

Industry Keywords

FinanceExecutive SupportCross-Functional CollaborationFast-Paced Startup EnvironmentLeadership Meetings

About the role

Key responsibilities & impact

Learn the priorities, operating rhythms, and communication styles of the CFO and Head of Talent & People.
Take ownership of calendars, scheduling, travel, and meeting logistics.
Build relationships across Finance and key cross-functional partners.
Independently manage complex calendars, travel, expenses, and executive communications.
Coordinate leadership meetings, board logistics, investor meetings, and Finance planning cycles.
Own operational processes that keep the Finance organization running smoothly.
Become a trusted partner who proactively identifies problems, removes friction, and keeps priorities moving.
Drive cross-functional projects, improve operational workflows, and ensure nothing falls through the cracks.
Serve as the connective tissue across Finance, Talent, and executive leadership.

Requirements

What you’ll need

3+ years supporting VP-level or executive leaders, ideally in a fast-paced startup.
Exceptionally organized, proactive, and calm under pressure.
Exercises outstanding judgment and discretion with confidential information.
Strong written and verbal communicator.
Comfortable with Google Workspace, Slack, Notion, DocuSign, and AI productivity tools.
Thrives in fast-moving environments where priorities shift quickly.
Takes ownership, follows through, and enjoys making executives and teams more effective.

Benefits

Comp & perks

Comprehensive health coverage: medical, dental, and vision plans
Real stake: a competitive salary and excellent equity ownership
Team love: we love hanging out, and we do quarterly off-sites
Flexible time off: take what you need
More: catered meals, transportation, gym, and a $10k annual L&D budget