Executive Assistant to CEO (Tech Startup)

About LoftLabs

We are a venture-backed tech startup striving to be the leading force in enabling platform engineers. We raised +$30M from top tier VCs such as Khosla Ventures (first investor in OpenAI, GitLab, Stripe, Doordash) and are in a hyper-growth phase looking for motivated people to complement our team. Our headquarters are in San Francisco (Salesforce Tower) but our team is distributed around the globe and we have a remote-first work culture.

We're the company behind vCluster, an open-source technology for virtualizing Kubernetes (+10k GitHub stars). Open source is part of our DNA.

The adoption of our commercial product based on vCluster has grown extremely fast (multi-million dollar revenue) and our customer base includes some of the biggest companies in the world, including 6 Global Fortune 500 companies as well as some of the fastest-growing tech unicorns.

Requirements

• High-Performer: You’re not looking for a 9–5. You want to operate at the top of your game and support someone who does the same.

• Excellent Communicator: Flawless written and verbal English. You can write a polished investor update or a Slack message to the team with equal confidence. You take pride in writing and communicating faster and more effectively than most.

• Detail-Obsessed: Nothing slips through the cracks on your watch and you hold others to the same standard when they collaborate with you - providing constructive feedback on their deliverables in a decisive and actionable but always friendly manner.

• Thinking ahead: You enjoy thinking one step ahead for the people you work with, solving needs before they even arise in their minds.

• Process-Oriented: You thrive on structure. You see chaos and bring order—with elegance and efficiency.

• Tech-Savvy: For you, technology unleashes efficiency. Given access to a software, you aim to understand it at a pro-level and get the most out of the tool. Ideally, you already have extensive experience with tools like Notion, Slack, or Linear.

• Bias for Action: You move fast, make decisions, and know when done is better than perfect.

• Startup Fluent: You understand the rhythm and grit of startup life, and you’re energized by it—not drained.

• Confidentiality & Discretion: You handle sensitive information with the utmost care and discretion.

• U.S. Based: You live in the U.S. and can occasionally travel domestically and to Europe (3–5x/year).

Responsibilities

• Task and Time Management

  • Record and manage your own and Executive's tasks in Notion

  • Prioritize different types of tasks and meet deadlines

  • Consistently stay up to date on task management and communicate effectively regarding what is most important

  • Track time spent on tasks to drive future optimizations

  • Receive and process Executive's dictations and transform them into action items, reminders, CRM updates, follow-up emails, etc.

• Calendar Management

  • Manage Executive’s time based closely on their priorities

  • Have confidence and sound judgement in pushing back on the Executive when they get distracted from their top priorities

  • Expertly maintain and update calendar based on Executive’s preferences in a fast-paced environment

  • Ensure all meetings are set up for success - including having accurate locations, contact details, links, etc.

  • Confirm appointments and alert Executive of any conflicts or updates

  • Handle complex travel logistics (flights, accommodations, itineraries) for the CEO’s trips to customer meetings and conferences in the U.S. and abroad (30+ flights per year)

• Meeting Management

  • Track action items committed to in meetings

  • Plan for future interactions that Executive may want to deliver to their network

  • Create follow-up emails based on information provided by the meeting owner

  • Record information collected from the meeting owner in a contact database

• Email Management

  • Process emails for Executive and indicate priority of emails in their inbox

  • Draft email responses when possible that Executive can edit and send

  • Scan and extract valuable information communicated via email

  • Alert Executive of any urgent emails that need to be seen or acted on

  • Clean unnecessary noise in the inbox that Executive doesn’t want to see

  • Identify opportunities to produce new interactions based on context gathered via email review

  • Identify patterns to then build and continuously optimize filters and other automations to streamline your own workflows rather than manually reviewing and processing each email

• Management of Contact Database

  • Enter new contact information into CRM

  • Update existing contact information

  • Manage LinkedIn connections, when appropriate

  • Maintain contact database organization

• Proactive Research

  • Perform various research activities, including in social media networks

  • Leverage tools such as ChatGPT to create first drafts or double-check your own research

  • Proactively identify where additional information could have a high impact and try to gather and summarize your findings in a compact manner

Benefits

We offer the following benefits:

• Competitive Salary: We offer a competitive compensation package, including equity.

• Platinum-Level Insurance: Health, dental, vision, and life Insurance, including plans for you and eligible dependents (benefits vary depending on country).

• Flexible Working Schedule:  You have a doctor’s appointment or need to head to the supermarket to get groceries at 2pm? We won’t have an issue with that. To us, results matter more than clocking in and out at the same time every day.

• Workplace Flexibility:  We’re very flexible about where you work. We know things can change in life and we’re happy to adjust the work environment for you along the way.

Why join a startup like LoftLabs?

Since we are a fast-moving startup, you will not be number 14,589 in our company but rather become an essential part of our team right from the start:

• Fast Application Process: We will typically get back to you within a week. No need to polish your resume for us. Just send us some links (e.g. LinkedIn, etc.), answer a few questions about your previous experiences, and hop on a quick Zoom call with one of our team members to see if you’re a good fit. We will respond quickly and make hiring decisions within days rather than months.

• Open-Minded Work Environment: You can always speak your mind - no company politics or unnecessary formalities. We are operating in a lean, honest, and efficient way and we are looking for different perspectives, constructive feedback and creative, motivated people who want to make a difference.

• Grow With The Company: We are a small company right now but we are growing incredibly fast because we work on something that has a lot of value to engineering teams in large enterprises. Joining LoftLabs early will give you the chance to advance much faster to the next step on the career ladder than in any larger company.

• Responsibility From Day 1: You will see right from the start that your work will immediately have an impact in our company and you can shape the future of this company together with the rest of our team. Grow with us and benefit from being part of this journey from the start.

Culture & Values

At LoftLabs, we value and stand for:

• Technical Excellence: We are determined to build best-in-class technology and ship high-quality software because we know that our users are engineers themselves.

• Customer Obsession: We are going above and beyond to make our customers and users happy, which means striving for great usability, excellent documentation and support as well as fast response times for feature requests and bug reports.

• Impressive Speed: From user feedback to shipping a new feature to address this feedback, we usually take less than a week in most cases and our users absolutely love us for this.

• Bold Innovation: We are constantly questioning the state-of-the-art to find and address important issues in our space, even if that means abandoning any existing technologies and starting from scratch again.

• Open Source & Open Mind: We are actively contributing and maintaining open-source projects and we believe that building an open-minded team culture that respects different perspectives and welcomes constructive feedback is equally paramount to our success.

Loft Labs, Inc. provides equal opportunities for all candidates. We celebrate diversity and are committed to creating an inclusive work environment for everyone who becomes part of our team. We are also actively promoting measures to reduce bias throughout our hiring process to ensure that everyone gets the same opportunities.