Executive Assistant

About Handshake

Handshake is built on the belief that everyone deserves a pathway to a successful career, regardless of their educational background or connections. Our platform currently serves 25 million job seekers, over 1 million employers, and 1,600 educational institutions. Since launching Handshake AI in 2025, we have rapidly advanced one of the fastest-growing AI data enterprises in history, collaborating with leading AI research labs to develop evaluations, publish benchmarks, and push data boundaries. Our company has expanded from zero to an approximate $1 billion run rate and distributes around $60 million per month to more than 30,000 individuals.

Why Work With Handshake

• Influence the development of careers within the AI economy on a global scale, generating impact visible to your network.
• Collaborate closely with premier AI laboratories, Fortune 500 companies, and leading educational institutions.
• Join forces with experts from prominent companies like Palantir, Meta, Scale AI, and former startup founders.
• Contribute to building a rapidly expanding business with billions in revenue.

Role Overview

We are searching for a highly efficient, proactive, and strategic Executive Assistant to support four VP-level executives. This pivotal position ensures the executives operate smoothly, allowing them to concentrate on advancing the business. The ideal candidate excels in managing multiple priorities in a dynamic environment, exercises excellent judgment and discretion, anticipates needs, and manages schedules flawlessly. Besides direct executive support, this role also involves partnering across departments to coordinate key initiatives, enhance operational efficiency, and nurture a positive workplace culture.

Key Responsibilities

• Manage complex calendars and coordinate both internal and external meetings for four VP-level leaders, effectively balancing competing demands to maximize their productivity.
• Schedule meetings and confirm attendance with participants, assisting in the preparation and compilation of meeting materials.
• Arrange travel bookings, including flights, hotels, and local transport, and prepare detailed itineraries for executives.
• Handle expense management and reporting related to executive leaders.
• Act strategically by anticipating executive needs, resolving issues proactively, and identifying ways to increase efficiency and streamline workflows.
• Support special projects and cross-departmental initiatives, keeping track of key deadlines, deliverables, and required follow-ups.
• Organize team events and offsite meetings while maintaining awareness of team culture and morale.
• Serve as the expert contact point and resource regarding the executives and their departments.
• Coordinate interview schedules involving executives, team members, and candidates to ensure a smooth recruitment process.
• Welcome executive visitors, candidates, partners, and guests to the San Francisco office, representing the company professionally.
• Oversee meeting logistics, including room setups and hospitality for leadership gatherings and important guests.
• Maintain open communication channels by ensuring stakeholder information flows effectively and identifying and escalating any communication issues.
• Utilize technology, including AI-driven tools and process improvements, to automate routine tasks and enhance support efficiency.
• Maintain strict confidentiality and exercise discretion when handling sensitive business and personnel matters.
• Collaborate actively with the executive assistant team to share best practices and provide mutual support.

Candidate Qualifications

• 3 to 5 years of experience as an Executive Assistant supporting senior executives, ideally within fast-growing tech firms or similarly dynamic environments.
• Demonstrated ability to support multiple senior leaders simultaneously with meticulous attention to detail and strong organizational skills.
• Excellent verbal and written communication capabilities.
• Strong organizational and project management skills with a proactive, action-oriented approach.
• Proven ability to exercise good judgment, handle confidential information sensitively, and navigate delicate situations discreetly.
• High emotional intelligence coupled with excellent interpersonal skills, capable of fostering trust and influencing at all organizational levels.
• Adaptable and resourceful, comfortable working in ambiguous or rapidly changing situations.
• Experience in planning complex travel arrangements, team offsites, events, and executive meetings.
• Advanced proficiency with Google Workspace and collaboration tools such as Slack, Zoom, Workday, alongside modern productivity platforms.
• Experience utilizing AI and automation technologies to improve administrative efficiency is advantageous.
• Team-player attitude with a willingness to collaborate, share knowledge, and support colleagues in the Executive Assistant group.
• Passion for continuous improvement, problem-solving, and delivering top-quality executive support.

Additional Information

This role requires an on-site presence at our downtown San Francisco office Monday through Friday to fully support executive operations.

Compensation and Benefits

The salary for this full-time position ranges between $120,000 and $150,000 annually. Benefits provided include equity ownership, a 401(k) match, financial coaching, paid parental leave, fertility benefits, comprehensive medical, dental and vision coverage, mental health support, wellness stipend, learning and development stipends, commuting and internet support, complimentary lunch and gym facilities at the San Francisco office, flexible paid time off with 15 holidays plus two flexible days, team events, and referral bonuses designed to create a supportive and thriving workplace environment.