Executive Assistant to CEO (Tech Startup)

About Loft Labs

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

  • Proce