Qualifications: 4+ years of previous experience as Executive Assistant, Operations, or similar roles, ideally within venture capital, startups, family offices, or high-growth environments. Plan and execute high-profile events including LP events, founder dinners, and other gatherings, handling all vendor management, contract review and negotiation, guest lists and RSVPs, and on-site logistics.
Numbers & Facts
Location
San Francisco, California
Description
Early-stage AI venture capital firm is looking for an Executive Assistant & Operations Manager to support the Founder/Managing Partner. This is a great opportunity to join an ambitious, high-velocity team at the forefront of AI and own the operational backbone of a growing firm. In this role, you’ll manage complex calendars, travel, and inbox for the Managing Partner, plan high-profile LP events and founder meetings, oversee deal flow pipeline and CRM management, and execute special projects. You will also help with building out and managing a new office space. Someone with executive presence who can navigate interactions with various stakeholders while staying scrappy and fast-moving, and has a growth-mindset. Must be tech-savvy and proficient with AI tools. This is a hybrid role ~2 days/week based in Jackson Square in SF. They are looking to secure space near downtown or Jackson Square. 150-190K+ DOE + benefits
Responsibilities:
Provide strategic support to the Founder/Managing Partner.
Managing complex calendars, anticipating needs, and prioritizing commitments to maximize the Executive's time.
Oversee and manage a busy inbox, flagging important communications and ensuring timely responses and follow-ups.
Draft communications on behalf of the Executive, including emails, memos, and decks.
Coordinate and prepare for meetings with LPs, board members, Founders, and other external stakeholders.
Book and manage travel arrangements and trip logistics.
Own operational workflows, including vendor management, expenses, and other internal processes.
Manage CRM and deal flow pipeline, maintaining detailed notes and holding team accountable on action items.
Collaborate with fund operations parties (legal and accounting), and prepare documents to support operations.
Partner with the CFO on expense tracking, reimbursements, and financial reconciliations.
Plan and execute high-profile events including LP events, founder dinners, and other gatherings, handling all vendor management, contract review and negotiation, guest lists and RSVPs, and on-site logistics.
Maintain email campaigns to current and prospective LPs, managing marketing lists and website updates.
Implement processes to support scheduling, deal tracking, events, etc., to enhance workflows and efficiency.
Support special projects such as office build-out and space planning, brand and content launches, research projects, etc.
Qualifications:
4+ years of previous experience as Executive Assistant, Operations, or similar roles, ideally within venture capital, startups, family offices, or high-growth environments.
Exceptional organizational and time-management skills with the ability to handle multiple priorities seamlessly.
Excellent written and verbal communication skills with experience drafting professional correspondence and high-stakes documents.
Strong judgment, confidentiality, and executive presence in both formal and fast-moving, informal settings.
Demonstrated ability to anticipate needs, manage up, and keep teams accountable to timelines and agreed processes.
Highly proactive, resourceful, and detail-oriented with a strong sense of ownership and commitment to executional excellence.
Comfortable working cross-functionally with legal, finance, and operations teams while adapting to a dynamic, entrepreneurial environment.
Tech-savvy and proficient with modern tools such as Google Workspace, Notion, Airtable, CRMs, and AI productivity platforms (e.g., ChatGPT, Claude, Gemini).
*Please Note: Your application will be considered for all open positions. You do not need to apply for multiple roles.