At Automat, we’re building the simplest way for companies to create AI agents that take on repetitive, tedious tasks — from navigating complex user interfaces to reading and processing documents. Our technology helps some of the world’s largest companies streamline their operations, and they pay us well for it. We’re scaling quickly and are looking for passionate individuals to join us on this journey.
We’re excited to announce a new opportunity for an Executive Assistant to work directly alongside our founder, Lucas (me). This role is ideal for someone who thrives in organized chaos, likely someone who loved color-coding binders, or meticulously highlighting handwritten notes, and takes pride in streamlining processes to perfection.
Manage the founder’s inbox, calendar, and travel arrangements
Handle communications and interactions with investors and partners
Support key functions across finance, marketing, HR, and operations
Drive special projects and provide hands-on assistance with high-priority initiatives, often in direct support of our customers
If you're highly organized, proactive, and excited about helping a fast-growing startup move even faster, we’d love to hear from you!
To apply, you can send a message directly here, email lucas@runautomat.com, or apply via the link below.
Looking forward to hearing from you!
— Lucas
Allocation or role/ time
(calendar support 35%, inbox triage and communication 30%, 35% adhoc tasks etc).
Inbox Triage and Communication: Take charge of the CEO’s inbox by triaging emails, crafting thoughtful responses, and ensuring nothing falls through the cracks. Your communication will set the tone for key relationships.
External Stakeholder Management: Be the CEO’s go-to for scheduling and managing interactions with investors, partners, and other high-profile stakeholders.
Administrative Support: Manage travel arrangements, expense reporting, and other day-to-day administrative tasks.
Meeting preparation and follow-up: Prepare compelling agendas, curate materials, provide insightful pre-briefings, and follow up on action items to maximize the value of every meeting.
Cross-Functional Support: Support critical functions across finance, marketing, HR, and other teams with tasks such as influencer recruitment, payroll processing, and financial reporting.
Special Projects: Own and execute high-impact initiatives such as grant applications, PR submissions, and other projects that move the business forward.
Calendar Management: Build and maintain an understanding of business priorities to effectively optimize time and prioritize commitments while resolving scheduling conflicts and de-blocking.
Project Management: Effectively develop a task management system that demonstrates visibility and maintains transparency on competing tasks and deadlines to improve efficiency.
Meeting Coordination: Support the execution of internal and external meetings through preparing and distributing materials and delivering proper tone-aware communication among the attendees.
Travel and Logistics: Plan and organize travel itineraries (booking flights, hotels, transportation, etc.).
Projects: Perform additional duties as assigned to support the leadership team (i.e. planning team offsites, personal planning when it comes up - booking restaurants, helping with vacations and tasks, etc.).
Expectations/SLA
As an Executive Assistant to the Founder/CEO of our dynamic AI startup, you'll thrive in a flexible work environment that adapts to the fast-paced nature of our industry. This role may occasionally require extended hours to support critical initiatives and ensure seamless operations. We are committed to fostering a supportive atmosphere where your dedication and contributions are recognized and rewarded.
Founders normal working hours are 9AM - 8PM PST Sunday through Friday
Qualifications or important characteristics and experiences for successful candidates:
An owner’s mindset: You’re a results-oriented self-starter who knows how to get stuff done. You’re highly organized and can multitask and manage multiple projects simultaneously. You pursue opportunities with a relentless enthusiasm to over-deliver on expectations.
Startup hustle/ initiative: You thrive working in a fast-paced, dynamic environment, and you’re comfortable with change and ambiguity. You balance exceptional attention to detail with the courage to move fast. If you get stuck, you demonstrate a bias towards action – you pick up the phone (so to speak) and figure out how to get unstuck.
Speed of learning: You like to learn and you learn quickly. The idea of being asked to learn new software tools you have no previous experience with excites you
Strong communication and interpersonal skills: You can draft concise emails, and you won’t hesitate to make or answer calls on Caliza's behalf. You’re comfortable representing Ello outwardly. We can expect you to respond to top executives and customers alike with eloquence and empathy
Teamwork and integrity: You have a low ego, give and receive feedback well, and prefer open and honest communication that is grounded in empathy. You love collaborating with cross-functional, multicultural teams. Other people describe you as enthusiastic, kind, and extremely trustworthy.
An interest in the mission of company
Compensation Range: $110K - $155K
