The Role
Support the CEO and leadership team through calendar management, operational support, travel logistics, and maintaining office organization while ensuring effective communication.
Summary Generated by Built In
At ASAPP, our mission is simple: deliver the best AI-powered customer experience—faster than anyone else. To achieve that, we’re guided by principles that shape how we think, build, and execute. We value customer obsession, purposeful speed, ownership, and a relentless focus on outcomes. We work in tight, skilled teams, prioritize clarity over complexity, and continuously evolve through curiosity, data, and craftsmanship.
We are a team of problem solvers who thrive in fast-paced environments, love collaborating with great talent, and approach every day like it’s Day 1. We're a globally diverse team with hubs in New York City, Mountain View, Latin America, and India—embracing both hybrid and remote work to bring the best minds together, wherever they are. If you're driven by continuous learning, rapid pivots, and the challenges of building in a high-growth startup, we’d love to talk. This is more than a job—it’s a journey.
We are currently in search of an Executive Assistant based in Mountain View to primarily support our CEO, as well as select members of the leadership team. This role will also help create and maintain a great day-to-day experience for our MV employees by providing operational support and contributing to an inclusive and safe workplace environment.
What you'll do - Executive Assistance
- Own and proactively manage the CEO’s calendar, as well as calendars for select leadership team members, ensuring focus on top priorities and effective time allocation
- Act as the primary gatekeeper for the CEO’s time by triaging and prioritizing incoming requests and communications, while coordinating needs for selected leaders.
- Coordinate complex internal and external meetings across multiple stakeholders and time zones, including scheduling, agendas, and follow-ups.
- Partner closely with the CEO on weekly planning, leadership meetings, offsites, and key company events, providing additional support to selected leadership members as needed.
- Manage end-to-end travel logistics for the CEO and selected leaders (flights, accommodations, ground transportation, detailed itineraries) and quickly adapt to changes.
- Prepare and submit accurate, timely expense reports via Ramp for the CEO and supported leaders.
- Serve as a liaison between the CEO, selected leadership team members, employees, and external partners, maintaining clear and professional communication
- Handle highly sensitive and confidential information with exceptional discretion and judgment
- Demonstrate strong critical thinking and decision-making skills, with the ability to independently problem-solve, navigate ambiguity, and act resourcefully.
- Maintain a high level of availability, responsiveness, and reliability in a fast-paced, dynamic environment.
What you'll do - General Office Support
- Greet and assist customers, candidates, and visitors to the MV office
- Maintain office security by following safety procedures and controlling access via answering incoming phone calls
- Serve as the point of contact for vendors (e.g. janitorial, food/beverage, repairs) regarding daily office maintenance and events
- Partner with People and IT teams to assist with new employee seating assignment and desk setup
- Maintain mailroom and office supplies, and keep the office stocked with food, snacks and pantry supplies.
What you'll need
- At least two years of experience as an Executive Assistant in a fast-paced environment, supporting a C-suite member
- Heavy calendar, travel, and meeting planning experience
- Proven ability to successfully balance and prioritize multiple tasks and projects simultaneously
- Ability to anticipate the needs of leadership members before and during each workday
- Excellent judgment while handling highly confidential information
- Excellent written and verbal communication skills
- Strong emotional intelligence, self awareness and professional maturity
- Excellent Mac skills
- Experience with Google Calendar and Google Meet video conferencing
- Experience organizing company events (preferred, not required)
ASAPP is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status. If you have a disability and need assistance with our employment application process, please email us at [email protected] to obtain assistance. #LI-AG1 #LI-Onsite
Top Skills
Google Calendar
Google Meet
macOS
Ramp
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The Company
What We Do
Our artificial intelligence and machine learning products deliver automation and human augmentation, allowing individuals and organizations to realize their full potential. Today, the world's largest organizations rely on ASAPP to provide amazingly efficient and effective customer experiences. Our Research & Development team is unparalleled, driving the advancement of AI, machine learning, speech recognition, robotic process automation, natural language processing and more.
