Overview:

We are looking for an Executive Assistant to create operating leverage for senior leadership in a fast-moving AI technology company. You will keep priorities clear, communication precise, and execution moving across a high-volume, high-context environment. The role involves managing complex calendars, travel, meetings, briefings, follow-ups, and day-to-day coordination across internal stakeholders and external partners. Success requires discretion, sound judgment, strong organization, and the ability to stay calm and accurate as priorities shift.

Responsibilities:

• Own complex calendar management, scheduling, and meeting logistics across internal and external stakeholders.
• Align time and attention to the highest-priority work, resolving conflicts and protecting space for critical decisions.
• Prepare agendas, briefing notes, meeting materials, and follow-up actions so discussions lead to clear decisions and next steps.
• Coordinate domestic and international travel, including itineraries, visas, accommodation, ground transport, and last-minute changes.
• Track decisions, commitments, action items, and dependencies across meetings and leadership priorities, driving timely follow-through.
• Manage sensitive information and communications with discretion, accuracy, and strong professional judgment.
• Use AI-enabled productivity tools where appropriate to improve research, briefing preparation, note synthesis, and administrative workflows.
• Improve administrative processes, communication routines, and operating cadence to increase speed and reliability.
• Collaborate closely with finance, people, legal, operations, product, and business teams to keep cross-functional work moving.
• Coordinate leadership meetings, external visits, events, and offsites with disciplined planning and execution.
• Anticipate issues early and resolve scheduling, logistical, and operational blockers before they affect delivery.

Qualifications:

• Strong experience supporting senior executives in a fast-paced, high-accountability environment.
• Excellent organizational skills and attention to detail across scheduling, communication, logistics, and follow-through.
• Proven ability to manage competing priorities, shifting timelines, and high-volume coordination without losing accuracy.
• Clear written and verbal communication, with the judgment to tailor information for senior internal and external stakeholders.
• High discretion, professionalism, and sound judgment when handling confidential or time-sensitive matters.
• A proactive execution mindset, with the ability to anticipate needs, solve problems independently, and close loops.
• Comfort operating across ambiguity and making sensible decisions with incomplete information.
• Strong working knowledge of Microsoft 365, calendar and travel systems, expense management, and modern productivity tools.

Nice to Have

• Experience supporting senior leadership in technology, AI, product, or another complex operating environment.
• Experience coordinating international travel and cross-border stakeholder engagements.
• Experience running leadership meetings, executive visits, or multi-day offsites.

Closing

Inception42 is building AI systems designed for practical deployment at scale — across industries, infrastructure, and national-level initiatives.

If you want to work close to both advanced AI capability and real-world execution, we’d like to hear from you.