Executive Assistant
Mill · San Bruno · $175,000–$200,000 (stated in the posting)
Mill is a waste prevention technology company reimagining what it means to eliminate waste, starting with food. We build smart systems and infrastructure for homes, businesses, and municipalities that transform food scraps from landfill-bound waste into valuable resources, including chicken feed. Tens of thousands of Mill’s residential food recyclers are already helping households divert millions of pounds of food scraps every year, paving the way for our upcoming launch of Mill Commercial—the industry’s first end-to-end solution for managing, understanding, and preventing food waste in commercial environments (e.g. grocery, restaurants, food services). At Mill, we are passionate about building easy-to-use, beautifully designed technologies that keep food in the food system and out of landfills.
About the Role
This is not a scheduling job. It's a trust job.
Mill is looking for an exceptional Executive Assistant, based in San Francisco, this role will support two of our executive team members:
- Our Chief Communications Officer, who also serves as Head of People
- Our GM of Consumer/GTM — spanning Marketing, Creative, and Sales Enablement.
You're one of three Executive Assistants on the team; the other two sit with the founders directly, so knowing what "founder ready" looks like is part of the job.
This is a multi-faceted role where you'd work on communications strategy one minute, engage with a people team question the next, before helping the go-to-market team, all while helping calendars stay aligned and schedules locked inThe pace is real and the ambiguity is constant. The right person reads a room fast, drafts a sharp email swiftly, and stays composed when three urgent things land at once.
As a critical part of these teams, this role will have a meaningful impact on Mill. It will help our externally-facing leaders and teams work more effectively and collaboratively to bring Mill’s story to life, and support our culture through the People team. Your ideas and innovations will make Mill better and contribute to our mission to keep food out of landfill.
What You'll Do
Executive support & founder coordination
- Manage a complex, fast-moving calendar, proactively resolving conflicts and protecting time for what matters most
- Draft, edit, and proofread executive-level written communications — emails, memos, board materials, talking points — with precision and the right tone for the audience
- Exercise independent judgment on what's urgent, what can wait, and what needs immediate escalation
- Understand how to engage with your executive's direct reports across a wide remit — Comms/Public Affairs, People, and GTM (Marketing, Creative, Sales Enablement). These are tight-knit, high-performing teams, and building effective working relationships that keep things running smoothly is critical
Confidentiality & information management
- Handle a high volume of sensitive material with absolute discretion, including but not limited to: People/HR matters (compensation, performance, org changes,), confidential communications strategy, business performance and budget, founder-level strategy and external relationships
- Maintain clear information boundaries between workstreams and confidential HR matters, understanding precisely what can and cannot cross between rooms
- Recognize when something is above your access level and route it accordingly, without needing to be told
- Assess administrative items from adjacent functions (accounting, people ops) for importance and flag what needs your executive's attention, even where you don't have direct access
Operational excellence
- Own the fundamentals flawlessly: travel, expenses, meeting logistics, briefing prep, follow-up tracking
- Anticipate needs before they're voiced; close loops without being asked
- Coordinate seamlessly with other executive assistants and admins across the company and with external stakeholders (board members, investors, partners)
- Use AI tools (e.g., Claude, scheduling assistants, transcription tools) to move faster on recurring work while knowing when something needs a human hand
Culture & team health
- Serve as an informal pulse-check on team morale and dynamics — noticing what's not being said in meetings, flagging friction points early, helping your executive read the room
- Build trusted relationships across the org so people feel comfortable being candid with you
What You Bring
- 7+ years supporting senior executives, ideally C-suite, in a fast-moving or high-growth environment, including exposure to HR/personnel-sensitive material
- Excellent written communication — clear, tight, executive-ready
- Sound judgment and composure operating in ambiguity, under pressure, and across sensitive confidences
- Strong instinct for people and relationships, with genuine ease coordinating with other admins and calibrating to a "founder ready" standard
- Fluent and resourceful with the AI tools that support our leaders
- The kind of person other assistants want to work with, cross-admin collaboration and relationships are critical to this role
The estimated base salary range for this position is $175k to $200k, which does not include the value of benefits or a potential equity grant. A wide range of factors are considered in making compensation decisions, including but not limited to skill sets, market conditions, experience and training, licensure and certifications, and business and organizational needs.