Executive Assistant

About xAI xAI’s mission is to create AI systems that can accurately understand the universe and aid humanity in its pursuit of knowledge. Our team is small, highly motivated, and focused on engineering excellence. This organization is for individuals who appreciate challenging themselves and thrive on curiosity. We operate with a flat organizational structure. All employees are expected to be hands-on and to contribute directly to the company’s mission. Leadership is given to those who show initiative and consistently deliver excellence. Work ethic and strong prioritization skills are important. All employees are expected to have strong communication skills. They should be able to concisely and accurately share knowledge with their teammates. ABOUT THE ROLE: We are seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive support to multiple senior executives at xAI. This role is pivotal in ensuring seamless operations, enabling our leadership to focus on strategic initiatives that drive our mission forward. The ideal candidate thrives in ambiguity, anticipates needs, and excels at managing complex schedules and priorities in a dynamic tech startup setting. RESPONSIBILITIES: Coordinate and optimize complex calendars, including scheduling meetings, travel arrangements, and events across time zones. Prioritize conflicting demands and ensure efficient use of executives' time. Handle incoming communications, draft responses, and manage email inboxes with a high degree of confidentiality and professionalism. Prepare briefing materials, agendas, and follow-up notes for meetings. Assist with special projects, research, and data compilation to support executive decision-making. Track progress on initiatives and provide status updates as needed. Arrange domestic and international travel, including itineraries, accommodations, and transportation. Manage expense reports and reimbursements accurately and promptly. Organize internal and external events, such as board meetings, team offsites, or industry conferences, ensuring all details are executed flawlessly. Maintain organized files, databases, and systems for efficient information retrieval. Handle sensitive information with the utmost discretion. Liaise with other departments, external partners, and stakeholders to facilitate smooth interactions and resolve issues proactively. Anticipate emerging needs and provide flexible assistance on a variety of tasks, from personal errands to strategic research, adapting to the evolving demands of a high-growth company. BASIC QUALIFICATIONS: Bachelor’s degree or equivalent professional experience. 7+ years of experience as an Executive Assistant or in a similar administrative role, preferably supporting C-level executives in a tech, startup, or high-stakes environment. Exceptional organizational and multitasking abilities, with a proven track record of managing competing priorities. Strong written and verbal communication skills, including the ability to interact confidently with senior leaders and external contacts. Proficiency in productivity tools such as Google Workspace, Microsoft Office, Slack, and project management software (e.g., Asana, Trello). High level of integrity, discretion, and professionalism when handling confidential matters. Ability to work independently with minimal supervision, demonstrating initiative and problem-solving skills. Adaptability to a fast-paced, ever-changing environment with a positive, can-do attitude. PREFERRED SKILLS AND EXPERIENCE: Thrives in a fast-paced, dynamic environment and can manage multiple priorities with tight deadlines. Collaborative mindset with a proactive approach to problem-solving and cross-functional partnership. Prior experience working in a technology or AI-driven company. Experience in a startup or innovative company where agility is key. ITAR REQUIREMENTS: To conform to U.S. Government export regulations, applicant must be a (i) U.S. citizen or national, (ii) U.S. lawful, permanent resident (aka green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158, or be eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here. xAI is an equal opportunity employer. For details on data processing, view our Recruitment Privacy Notice.