Executive Assistant

Coactive makes it easy to search, filter, and analyze visual content. Increasingly image and video data captures the content we watch, the products we buy, and the work we do, and already represents 80% of internet traffic. But rather than being an asset, visual content is often a tax or even a liability because it is so hard to work with and understand. Coactive solves this by bringing structure to unstructured visual data. Rather than spending months (or years) building complex infrastructure, data teams can unlock the value of their visual data in minutes to power use cases such as content understanding and moderation, search, and analytics.

Coactive was founded by experts who shaped the fields of high-performance deep learning and data-centric AI. We have the scars from building and working with the first generation of modern machine learning systems at Google, Meta, Pinterest, eBay, Lyft, and other leading organizations. Through our decades of experience, we have developed a playbook to democratize the toughest parts of machine learning systems; no PhD required.

This is an exceptional opportunity to work with one of Forbes' top 50 AI companies, backed by key investors such as Andreesen Horowitz and Bessemer Ventures. This position is truly a chance to be part of a category-defining team that is attracting top-tier talent interested in pushing the boundaries of what's possible in AI. 

What we need:

Coactive is seeking a highly organized and detail-oriented individual to play a crucial role in providing high-level administrative support to our Co-founder, Head of Engineering & Head of Sales. In this dynamic position, you will be responsible for managing calendars, booking travel, coordinating meetings, handling confidential information, and ensuring seamless communication within the organization. The ideal candidate is detail-oriented, high-energy, resourceful, and capable of multitasking in a fast-paced environment.

This is an exciting opportunity for a professional who thrives in a dynamic environment, excels with administrative support, and is dedicated to contributing to the success of our Coactive executive team. 

What you’ll do:

• Executive Support: Work closely with the Co-founder, Head of Engineering & Head of Sales.
• Calendar Management: Coordinate and manage three executives' calendars, including scheduling and prioritizing appointments, meetings, and travel arrangements.
• Facilitate effective internal meetings (such as: weekly leadership meetings, daily standups, all hands, and offsites) by driving agendas, taking notes, developing action items, and tracking deliverables. Ensure meeting rooms and virtual tools are set up, and logistics are in place.
• Travel Arrangements: Coordinate travel plans, to include booking flights, accommodations, and transportation. Ensure executives have all necessary information for seamless travel.
• Help plan events and company offsites.
• Other ad-hoc tasks, duties, or special projects as assigned.

Skills, and abilities:

• Ability to work on-site in San Jose, with flexibility for after-hours to handle urgent matters.
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the senior executives
• Ability to think outside of the box with a sense of urgency

Education & experience:

• 4+ years experience supporting executives in a similar capacity
• Prior experience supporting multiple executives
• Previous experience working in a fast paced startup environment.
• Proficient in Microsoft 365, Google Workspace, and virtual meeting tools, such as Google Meet, Zoom, Asana or similar, etc.
• Use discretion, confidentiality, and good judgment to handle C-Level matters
• Bachelor's degree or equivalent qualifications and/or work experience in a related field preferred