kantiv - Executive Assistant

• 1. Protect the CEO’s time strategically without being a rigid gatekeeper (this is the job) • 2. Own a complex CEO calendar across multiple time zones, with more execs added over time • 3. Eliminate time leakage: kill meetings that don’t need to happen, shorten the ones that do, batch the rest • 4. Make tradeoff calls on competing requests without escalating every one • 5. Build a calendar that reflects real priorities, not just whoever asked loudest • 6. Protect deep work blocks like they’re customer meetings • 7. Build automations where you can: we rely on everyone at the company to work smart with the best available tools • External communications • 1. Be the front door for customers, investors, partners, and candidates reaching the CEO • 2. Customers come first here; their requests get triaged with that bias and never sit • 3. Draft and send emails on behalf of the CEO • 4. Triage inbound: ruthlessly prioritize what gets a fast reply, what gets a holding message, what gets escalated, what waits • 5. Handle confidential conversations (board, fundraising, hiring, customer issues) with the discretion the role demands • Travel and operations • 1. Plan domestic and occasional international travel: flights, hotels, ground, agendas, expense reconciliation • 2. Coordinate trips to customer sites, which often means jobsite visits, regional AEC offices, and industry conferences (AIA, ENR events, AEC tech summits) • 3. Run offsites, dinners, and customer visits in San Diego and on the road • 1. Help the people you support keep their lives running so they can keep the company running • 2. The judgment to know when a personal thing is blocking work and to handle it before anyone asks • Backup project work • 1. Occasionally pick up a discrete project end-to-end when it lands between functions • 2. Early-stage means some weeks you’ll help close a vendor contract, run point on an offsite, or unblock something for recruiting or HR • 3. The smallest part of the job by design, but real • What you’ve done • 1. 3-5+ years supporting founders or senior executives, ideally at a startup or fast-moving tech company • 2. You’ve supported a high-output executive in a fast environment and you kept up • 3. You’ve planned real travel, not just booked a flight; you know what to do when the 6am to JFK cancels at 4am • 4. You write well. • 5. You’ve held confidential information and never been the leak • 6. Comfortable in Google Workspace, Slack, and whatever new tool we throw at you next month • What makes someone great here • 1. You over-communicate by default and never make people wonder what’s happening • 2. You ask “why” before you ask “how”: understand the goal, then build the plan • 3. You don’t wait for a process to exist before you can use one; you build the process • 4. Nothing falls through the cracks on your watch • 5. You bring up problems with a proposed answer attached • 6. You feel a customer’s urgency the same way the CEO does • 7. Curious about AEC or excited to learn it; this industry rewards people who actually engage with how things get built • 8. Startup experience is a plus, AEC experience is a bigger plus, neither is required if you can show the judgment