Exa is building a search engine for the AI era. Our Search API currently powers Agents, Fortune 500s and AI labs as we transform an industry that hasn’t been disrupted since the 90s. We're a largely SF-based team of ~100 from Harvard, MIT, Meta, Google Research, ex-founders & dropouts alike.
We recently raised an $85M Series B from Benchmark, and we are rapidly building the most intelligent search engine in history. We’re high agency, low-ego, and united by the feeling that this is one of the last problems worth getting right.
Now, we’re looking for an in-person Executive Assistant to help our C-suite and team run smoothly from our San Francisco office.
About the RoleIn the EA role at Exa, you’ll support both our C-suite and broader team with operations, coordination, and scheduling. This is a highly variable, high-trust role where new and unexpected tasks come up often — you’ll be the connective tissue between leadership, the team, and the physical office.
This role offers a rare, 30,000-foot view into the inner workings of a hyper growth startup—working directly alongside the CEO and executive team as they scale. You’ll be responsible for maximizing the founders' leverage across the entire organization—owning calendars, clearing bottlenecks, and making sure nothing falls through the cracks.
This is an ideal role for someone who thrives in ambiguity, operates with high agency, and wants a front-row seat to building an iconic company.
What You'll DoOwn scheduling and calendar management for our founders — anticipate conflicts, protect focus time, and keep the day running smoothly
Triage and manage executive communications — know what's urgent, what can wait, and what you can handle directly
Coordinate meetings end to end — scheduling, agendas, follow-ups, and making sure the right people are in the right room at the right time
Support senior recruiting — coordinate interview scheduling and onsite logistics for leadership and executive-level candidates, ensuring a world-class candidate experience
Help plan team events, offsites, and culture moments — from weekly team traditions to company-wide gatherings, you'll help make Exa a place people love to work
Continuously improve systems and workflows — you're not just running processes, you're making them better. Bonus if you enjoy automating parts of your own role
Handle the unexpected — You're ready for anything and energized by variety and ad-hoc tasks.
2+ years of experience in operations or in a similar role
Excellent communication and organizational skills - you can engage comfortably with leadership, candidates, investors, and partners
Strong ownership and ability to operate with little direction
Enjoy juggling multiple workstreams and fast-changing priorities
Strong people instincts — you know when to step in, how to help, and when to stay out of the way
Comfortable in a fast-moving, high-growth startup environment
Based in or able to relocate/ commute to San Francisco
This is a full-time, in-person role in San Francisco. In addition to premium healthcare benefits (medical, dental, vision), we also offer fertility benefits and a monthly wellness stipend to all of our employees.
Skills Required
- 2+ years of experience in operations or in a similar role
- Excellent communication and organizational skills
- Strong ownership and ability to operate with little direction
- Strong people instincts
- Comfortable in a fast-moving, high-growth startup environment
What We Do
Exa was built with a simple goal — to organize all knowledge. After several years of heads-down research, we developed novel representation learning techniques and crawling infrastructure so that LLMs can intelligently find relevant information.
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