Executive Assistant

What we need: Coactive is seeking a highly organized and detail-oriented individual to play a crucial role in providing high-level administrative support to our Co-founder, Head of Engineering & Head of Sales. In this dynamic position, you will be responsible for managing calendars, booking travel, coordinating meetings, handling confidential information, and ensuring seamless communication... within the organization. The ideal candidate is detail-oriented, high-energy, resourceful, and capable of multitasking in a fast-paced environment. This is an exciting opportunity for a professional who thrives in a dynamic environment, excels with administrative support, and is dedicated to contributing to the success of our Coactive executive team. What you’ll do: • Executive Support: Work closely with the Co-founder, Head of Engineering & Head of Sales. • Calendar Management: Coordinate and manage three executives' calendars, including scheduling and prioritizing appointments, meetings, and travel arrangements. • Facilitate effective internal meetings (such as: weekly leadership meetings, daily standups, all hands, and offsites) by driving agendas, taking notes, developing action items, and tracking deliverables. Ensure meeting rooms and virtual tools are set up, and logistics are in place. • Travel Arrangements: Coordinate travel plans, to include booking flights, accommodations, and transportation. Ensure executives have all necessary information for seamless travel. • Help plan events and company offsites. • Other ad-hoc tasks, duties, or special projects as assigned. Skills, and abilities: • Ability to work on-site in San Jose, with flexibility for after-hours to handle urgent matters. • Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed. • Commitment to excellence - perform duties at the highest level possible on a consistent basis. • Excellent communicator - able to interact with people of all levels in a confident, professional manner. • Demonstrate ability and temperament to work with sensitive information. • Team player - have team-oriented experience and approach. • Service focus - dedicated to meeting the expectations of the senior executives • Ability to think outside of the box with a sense of urgency Education & experience: • 4+ years experience supporting executives in a similar capacity • Prior experience supporting multiple executives • Previous experience working in a fast paced startup environment. • Proficient in Microsoft 365, Google Workspace, and virtual meeting tools, such as Google Meet, Zoom, Asana or similar, etc. • Use discretion, confidentiality, and good judgment to handle C-Level matters • Bachelor's degree or equivalent qualifications and/or work experience in a related field preferred What you can expect from us: This is a hybrid position based in San Jose, California, with three days in office. The estimated annual base salary for this position is between $118,000-$142,000.* At Coactive, cash salary is only one part of our total compensation package. Other benefits for this position include, but are not limited to: • Equity grants • 100% medical, dental, & vision coverage for you • Medical, dental, & vision partially covered for your dependents • Unlimited PTO • Social events ranging from book clubs, happy hours, and hiking to board game nights. Further, you can expect a supportive work environment from us. We build products, but we develop people. Join us in revolutionizing data-intensive workflows. If you thrive on creating resilient, scalable, and secure systems in a dynamic environment, your impact at Coactive AI will be truly meaningful. Apply now to be at the forefront of innovation and transformation with the Coactive AI team. • Actual pay is dependent on an individual candidate’s professional background, experience, skills and qualifications, as well as market demand and business demands. This pay range is subject to change and may be modified in the future. The salary, other compensation, and benefits information is accurate as of the date of this posting