Executive Assistant

Executive Assistant Ivo Inc. - 4.2 San Francisco, CA Job Details Full-time 19 hours ago Benefits Health insurance Vision insurance Qualifications Executive administrative support Full Job Description About Ivo Ivo has built some of the best AI-native products in a massive category: enterprise contracts. We help in-house legal teams review, negotiate, and understand their agreements with the precision of their best lawyer, not just their playbook. After raising our Series A at the end of 2024, we grew 6x in 2025, closed 50+ six-figure deals, signed our first seven-figure enterprise customers, and partnered with companies like Uber, IBM, Reddit, Pinterest, DoorDash, General Motors, Atlassian, and Canva. At the start of 2026, we raised a $55M Series B to keep building. We're ranked in the top 5% on RepVue, and we're a five-days-in-office team at our HQ on Montgomery Street in downtown San Francisco. About the Role We're hiring an Executive Assistant to support our CEO & co-founder. This is a pure EA role: calendar, travel, inbox, expenses, and the dozens of small things that make a CEO's week run. It sits at the center of how Ivo operates. You'll be the person who knows where the CEO needs to be, what he needs to read before he gets there, and what needs to happen the moment a meeting ends. The CEO's calendar is a mix of customer meetings, board and investor work, recruiting, internal 1:1s, product reviews, and travel. The role is fast, varied, and high-trust. You'll handle confidential information daily, make judgment calls on behalf of his time, and be the first line of defense for everything that hits his inbox or his door. This is an in-office role, five days a week, alongside the CEO and the rest of the SF team. We believe great work happens best when we're together, and this role in particular only works in person. You'll also work in close partnership with the Chief of Staff. The two of you together are the operating system around the

CEO:

the CoS owns strategic projects, prioritization, and follow-through, and you own the time, the logistics, and the day-to-day. You'll trade context constantly, cover for each other when one of you is heads-down, and make sure nothing falls between you. The CEO is your primary partner. Over time, you may also provide support to other members of the executive team as the company grows. We'll be thoughtful about scope: your bandwidth and judgment lead the way, and we won't stretch you so thin that the CEO doesn't come first. What You'll Do Be the connective tissue Partner closely with the Chief of Staff. You both share a single picture of what the CEO is doing, what's coming next, and what needs to be unblocked, and you cover for each other when one of you is offline. Coordinate with the leadership team, board, investors, customers, and candidates on the CEO's behalf, with the polish those audiences expect. Prep meeting materials and pre-reads, take notes when needed, and capture clear next steps. Help host visitors in the SF office (customers, candidates, partners) so every touchpoint with Ivo feels considered. Own the calendar Manage the CEO's calendar end to end: scheduling, rescheduling, prioritizing, and protecting time for the work that matters most. Make hard trade-offs in real time. When two important things conflict, you make the call (or know exactly when to escalate).

Build the weekly cadence:

standing 1:1s, leadership meetings, customer time, focus blocks, and recovery time after travel. Run travel and logistics Book and manage all travel (flights, hotels, ground transport, on-site logistics) for a CEO who travels often, including domestic, international, and customer trips. Build clean, complete itineraries. Anticipate what could go wrong and have a plan B before it does. Handle expenses, receipts, and reimbursements promptly so nothing piles up. Run the inbox Triage the CEO's inbox: surface what's urgent, draft replies in his voice for routine items, and make sure nothing important slips through. Track follow-ups and commitments, internal and external, and close the loop. Make the small things invisible Restaurant reservations, gifts, personal logistics that bleed into the workday, the dozens of one-off asks a week. You handle them quietly and well. Spot patterns and quietly fix them. If something keeps going wrong, you build the system that prevents it. What We're Looking For 3+ years supporting a CEO, founder, or senior executive in a fast-moving environment, such as a startup, top-tier consulting or banking, or a high-bar in-house EA role. Exceptional organization. You can hold a hundred moving pieces in your head and on paper, and never drop one. Strong written communication. You can draft a polished note to a board member, a warm reply to a candidate, and a tight internal update, all in the CEO's voice. High judgment and total discretion. You'll be in the room (or on the thread) for sensitive conversations every day. A bias to action. You don't wait for things to be set up; you set them up. Today over tomorrow. Comfort with the unglamorous. Calendars, expense reports, and dinner reservations are most of the job, and you take pride in doing them perfectly. In-person, in San Francisco, five days a week, with flexibility on hours when travel or events demand it. Bonus Points Experience supporting a founder through a Series B or scale-up phase. Comfort with tools like Google Workspace, Slack, Notion, Ramp, and travel platforms (or you can pick them up in a week). A sense for hospitality. You make people feel taken care of, whether that's a board director visiting the office or a candidate flying in. A second set of skills you'd like to grow into over time (project management, ops, chief-of-staff-adjacent work). This role is the foundation, not the ceiling. Why This Role Is Special You'll work shoulder-to-shoulder with a founder building one of the fastest-growing AI companies in legal tech. Your work directly shapes how he spends his time, and how Ivo grows. You'll be one of the most trusted people in the company from day one. You'll see the whole company (product, sales, customers, board, recruiting) not just one corner of it. We invest in our people. Strong EAs at Ivo grow into bigger ops, chief-of-staff, or people-team roles over time, if that's what they want.

Logistics Location:

San Francisco, in-office five days a week. Our HQ is at 100 Montgomery Street in downtown SF, a short walk from Embarcadero BART.

Hours:

Standard business hours with flexibility. Expect occasional early mornings, late evenings, or weekend touchpoints around travel and major events.

Reports to:

CEO & co-founder. Primary support is for the CEO, with the possibility of extending support to other members of the executive team over time. Compensation & Benefits Full medical, dental, and vision coverage. Five-days-in-office culture with stocked snacks, dinners for anyone working past 7pm, and Uber home covered. A team that ranks in the top 5% on RepVue and that you'll actually like spending the day with. FAQ Is this a chill gig? Startups are very hard, especially when they're growing fast. You'll have a ton of responsibility and there's always more to do than time to do it. It's real work, and the people, the pace, and the upside are why people stay.