Executive Assistant
webAI is an Austin-based sovereign AI company developing local-first, specialized AI systems that organizations can build, deploy, and operate on infrastructure they own.
Projects
About webAI
webAI provides collaborative intelligence software centered on the webAI App, specialized Personas, and its Intelligence Delivery Network. Its platform is designed to keep intelligence close to organizational data and hardware, support private and specialized models, and enable teams to build, share, and improve AI without relying exclusively on centralized cloud systems.
Skills
Candidate Availability
Required and preferred rules are kept separate and reflect the wording in the original posting.
About the Role
The Executive Assistant will manage executive calendars, meetings, travel, briefing materials, agendas, and notes; track cross-functional deliverables; coordinate with internal teams and stakeholders; maintain documentation; support onboarding and communications; and handle confidential information.
Requirements
- Bachelor’s degree in Business Administration, Public Administration, or a related field
- 2–5 years of administrative or operational support experience in a fast-paced environment
- Exceptional organizational skills and attention to detail
- Proficiency in Google Workspace, Slack, Notion, and Zoom
- Strong written and verbal communication skills
- Ability to prioritize multiple projects with tight deadlines
- Professionalism, discretion, and sound judgment with confidential information
- Ability to anticipate needs and take initiative
Responsibilities
- Provide administrative and logistical support to three C-level executives
- Schedule meetings, manage calendars, and coordinate travel arrangements
- Prepare briefing materials, agendas, and meeting notes
- Track project deliverables, deadlines, and action items across departments
- Liaise with technical, legal, and operations teams on contract execution, procurement, and compliance
- Maintain organized documentation and records
- Assist with expense tracking, purchase requests, and budget coordination
- Coordinate conferences, events, and external stakeholder engagements
- Support onboarding and internal communications for new hires
- Manage sensitive information with discretion and confidentiality
Benefits
- Comprehensive health, dental, and vision benefits package
- 401(k) match
- Equity options
- $200/month Health & Wellness stipend
- $500/year Function Health subscription
- Continuing Education support
- Free parking for in-office employees
- Flexible Time Off
- Parental leave for eligible employees
- Supplemental life insurance
