Executive Assistant

Job description

Vapi (/ˈVɑːpi/): - Voice AI that resolves, not transfers - Powering 1 billion calls for companies like Amazon Ring, Intuit, ServiceTitan, and New York Life - Trusted by 1 million developers building the future of voice agents - Backed by Peak XV, Bessemer, Kleiner Perkins, M12, Y Combinator, and more with $72M raised - Try talking to Vapi now! https://vapi.ai/ VAPI (/ˈVⱭːPI/): - Voice AI that resolves, not transfers - Powering 1 billion calls for companies like Amazon Ring, Intuit, ServiceTitan, and New York Life - Trusted by 1 million developers building the future of voice agents - Backed by Peak XV, Bessemer, Kleiner Perkins, M12, Y Combinator, and more with $72M raised - Try talking to Vapi now! https://vapi.ai/ WHY WE’RE HIRING THIS ROLE: - We're looking for an exceptional Executive Assistant to support our CFO and Finance organization while also providing calendaring and ad hoc support to our VP of Sales. This is a high-trust, high-impact role for someone who thrives on creating order from chaos, anticipating needs before they arise, and helping executives operate at their highest level. You'll be a force multiplier across Finance, working with leaders, board members, investors, and cross-functional teams while handling highly confidential information with discretion. WHAT YOU’LL DO: - 30 Day: - Learn the priorities, operating rhythms, and communication styles of the CFO and VP of Sales. Take ownership of calendars, scheduling, travel, and meeting logistics. - Build relationships across Finance and key cross-functional partners. - 60 Day: - Independently manage complex calendars, travel, expenses, and executive communications. - Coordinate leadership meetings, board logistics, investor meetings, and Finance planning cycles. - Own operational processes that keep the Finance organization running smoothly. - 90 Day: - Become a trusted partner who proactively identifies problems, removes friction, and keeps priorities moving. - Drive cross-functional projects, improve operational workflows, and ensure nothing falls through the cracks. - Serve as the connective tissue across Finance, GTM, and executive leadership. WHO YOU ARE: - 3+ years supporting VP-level or executive leaders, ideally in a fast-paced startup. - Exceptionally organized, proactive, and calm under pressure. - Exercises outstanding judgment and discretion with confidential information. - Strong written and verbal communicator. - Comfortable with Google Workspace, Slack, Notion, DocuSign, and AI productivity tools. - Thrives in fast-moving environments where priorities shift quickly. - Takes ownership, follows through, and enjoys making executives and teams more effective. HOW WE WORK: - Build something worthy of love - Craft matters. We aim to build products and experiences customers genuinely love, not just tolerate. - Commit and follow through - We finish what we start and build trust by being people others can count on. - Why not today? - We value urgency and momentum. The fastest path to customer value usually wins. - Seek raw input - We go directly to customers, data, and teammates instead of relying on summaries or assumptions. - It’s our problem - We operate as one team. We share credit, own mistakes together, and support each other when things get hard. - Be direct and kind - We give feedback clearly, respectfully, and without delay. WHY VAPI: - Generational impact: Build the human interface for every business - Ownership culture: Many of us are previous founders - Kind team: The founders, Jordan and Nikhil, are Canadians - Tier-1 Investors: YC, KP seed, Bessemer Series A WHAT WE OFFER: - Real stake: We offer a competitive salary and excellent equity ownership - Comprehensive health coverage: medical, dental, and vision plans - Team love: We love hanging out, and we do quarterly off-sites - Flexible time off: take what you need - More: catered meals, transportation, gym, and a $10k annual L&D budget