Executive Assistant

Who We Are:

AI is the new electricity: Just as electricity transformed numerous industries starting 100 years ago, AI is now poised to do the same. AI Fund is a startup studio building new AI companies from the ground up. Our companies bridge AI technology and applications, focusing on industries and problems that we believe move the world forward. Founded by Dr. Andrew Ng, our team merges a deep understanding of AI technology with a proven ability to start new ventures. We have a unique business model that prepares founding members of a portfolio company with technical validation of the idea, experienced back office operational support, and our team’s AI know-how as well as connections within the AI community. This is an excellent opportunity for you to get in on the ground floor of an exciting AI Venture Firm and through it, grow its portfolio.

In this role, you will provide executive assistant support and be responsible for essential administrative tasks to optimize day-to-day activities for AI Fund and its portfolio companies. Specifically, you will perform a wide variety of office/operations/admin tasks, including assisting with calendar management, travel arrangements, event planning, and much more. The ideal candidate is an energetic professional who doesn't mind wearing multiple hats and must be able to work independently with little or no supervision and be flexible and well-organized. 

This is a contract opportunity to cover for Andrew Ng’s EA during her leave of absence for 3-5 months. This position offers the flexibility of remote work, with a preference for candidates in the Bay Area.

What you will be doing:

• Proactively manage the Managing General Partner’s calendar by prioritizing and scheduling meetings with internal and external stakeholders, ensuring optimal time management and efficiency.
• Anticipate conflicts, provide strategic recommendations, and ensure the Managing General Partner is well-prepared with necessary context and briefing materials for each engagement. Track action items and ensure timely follow-ups.
• Provide business travel arrangements for the Managing General Partner, and other staff members as needed. Plan and help with logistics for a variety of events for AI Fund and its ecosystem companies.
• Submit monthly expense reports for reimbursement or upload receipts for the Managing General Partner.
• Project Manage the Letter of Recommendation Process: Track incoming recommendation requests and deadlines, edit drafts, coordinate reviews with the Managing General Partner for final approval, and submit letters of recommendation. (Stanford applications, Immigration-based Talent visa applications for ecosystem partners, etc.)
• Drive the logistics and communications for the Managing General Partner’s Speaking engagements/conferences and ensure seamless coordination with event organizers and execution.
• Prepare/assist with presentations, reports, and other documentation needed by the Managing General Partner.
• Voicemail box follow-up.
• Support COO and Operations Manager on miscellaneous operational and administrative matters.

What you must bring:

• Bachelor's Degree in Business Administration, or related fields.
• A minimum of 5 years of experience in administrative roles is required, with a strong preference for experience supporting C-Suite executives.
• Strong organizational skills that reflect the ability to own and manage complex calendars, prioritize multiple tasks seamlessly with excellent attention to detail.
• Some experience in Marketing, Communications, or Event Management is preferred to effectively coordinate speaking engagements, conferences, and external communications.
• Strong written and verbal English communication and interpersonal skills, with the ability to draft, edit, and proofread executive-level materials.
• Strong problem-solving skills and ability to anticipate needs, prioritize tasks efficiently, proactively resolve issues, and adapt in a fast-paced environment.
• Demonstrated ability to use good judgment and discretion in handling confidential and sensitive information.
• Highly resourceful team player, with the ability to work independently and ask relevant questions to do one’s job effectively.
• Demonstrated ability to meet deadlines in a fast-paced environment.
• High level of responsiveness and adaptability – Ability to support a dynamic executive with a fast-paced schedule (including across multiple time zones when he travels). While work-life balance is respected, the role requires proactive communication and timely execution to ensure priorities are managed effectively.
• Proficiency in office software, project management and collaboration tools (e.g., Google Workspace, Microsoft 365, Asana, Slack, Zoom) and willingness to adapt to new technologies.

At AI Fund, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. AI Fund believes that diversity and inclusion among our employees are critical to our success as a company, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool. Selection for employment is decided based on qualifications, merit, and business needs.