Senior Executive Assistant
Limelight Steel · Portola · $120,000–$145,000 (stated in the posting)
This Role's Mission
Strategically orchestrate our CEO Olivia's time, reach, capacity, and impact. Nothing that passes through her office gets dropped. Ensure she walks into every room prepared. Supporting Olivia always comes first. Beyond that, because we are small and moving quickly, this role grows into special projects, people operations, and office management alongside our Head of People, with scope that expands as you find your rhythm.
This is a true partnership. Olivia is thoughtful, direct, and unusually self-aware. She hands over outcomes instead of instructions, wants your opinion more than your agreement, and pays close attention to what energizes the people around her. Expect candor in both directions, and clear expectations you can hold her to as much as she holds you to them.
This is a hybrid role, with expected on-site days M, W, F.
Responsibilities
1. CEO capacity. Sole owner of Olivia's calendar and the shape of her week.
Owns and prioritizes the calendar, balancing internal meetings, partner and investor commitments, protected deep work, and personal time. Decides what earns a slot, what gets shortened, declined, or rerouted, and identifies and resolves conflicts before they land.
Maintains the weekly priority and open-loop lists, proactively manages deadlines, and brings real recommendations on where the CEO's time should go.
2. Correspondence. Owns the inbox and the CEO's outbound written presence.
Triages inbound, screens what does not need her, owns response time on external correspondence, and drafts, proofreads, and sends on her behalf in a tone that matches her voice.
Produces briefing docs, memos, presentations, and first-pass research on request.
3. Fundraise and investor operations. Owns every logistical detail of future raises.
Investor tracker as system of record, with every conversation, ask, objection, and commitment logged, plus meeting sequencing across the process.
Diligence from intake through closure, and the data room: structure, contents, permissions, version control.
Investor updates shipped on a fixed cadence, with the right level of information, data, and context for each recipient, and follow-up discipline so no thread goes cold. Serves as a thoughtful liaison between the CEO and investors, and as the primary point of contact.
4. Decision follow-through. The single source of truth for what Olivia committed to.
Owns meeting prep (objective, context, pre-read, who is in the room and why), captures the decisions and commitments coming out, and chases them to closure across the company regardless of whose name is on them.
Reminds the team of prior decisions and agreed-upon timelines to keep momentum and pacing humming.
5. Meeting and ritual production. Owns the planning and execution of every company and exec forum.
All Hands: calendar, deck build, content chased from leads to deadline, day-of logistics, recording, follow-up.
Exec meetings, offsites, team dinners, leadership sessions, and quarterly planning: agendas, pre-reads, materials, logistics, notes, and decisions circulated.
Broader rhythm of business: proactively prepares materials for key initiatives and loops in stakeholders as needed, in partnership with the Head of People.
6. Travel and logistics. Owns Olivia's movement and the admin around it, plus occasional broader team travel and event logistics.
Coordinates complex domestic and international travel end to end, including flights, accommodations, ground transportation, and detailed itineraries, recovers in real time when plans break, and processes expenses, reimbursements, and credit card reconciliations.
7. Board operations. Owns board operational & administrative logistics (not content or context).
Manages board meetings end to end: scheduling, materials production, pre-read deadlines, dinners, director travel, minutes, action tracking, and follow-up communications.
8. Cross-functional projects. Partners with operations leadership on CEO-led initiatives as they arise.
Works closely with our fractional CFO on finance operations and information flow to and from the CEO.
Acts as a delegate for the CEO on expense approvals, purchase orders, and tooling with careful attention to internal policy.
9. People operations and workplace. Owns the office from day one and grows into people operations alongside our Head of People.
Day one: owns office management and workplace experience, including kitchen and supplies, vendors, catered lunches, and office readiness, in partnership with Facilities Manager.
Over time: partners with the Head of People on onboarding logistics, HRIS and people admin, company milestones, internal events, and people programs. Ideally this grows into a meaningful share of the role during quieter periods between fundraises.
Key Qualifications
3+ years as an Executive Assistant or in a senior administrative support role, ideally supporting a CEO, founder, or other C-suite executive in a high-growth environment. Strongest candidates have supported a venture-backed CEO through multiple priced rounds, or partners at a demanding IB, PE, or VC firm, and genuinely delight in executive partnership.
Deep fundraise or investor-facing experience, and you love that part. A meaningful share of this job is investor operations.
Low ego, high EQ. You measure yourself by what the CEO and the team were able to accomplish, not by what shows up next to your name. You know what to share, what to hold, and how to read a room, and you handle confidential business, financial, and personal information without a second thought. You are both a vault and a vehicle for information moving in and out of the office of the CEO, trusted to share what should be shared in a professional, timely, and appropriate way.
Exceptional written and verbal communication, including writing in someone else's voice, with very high attention to detail. Typos keep you up at night.
Strong judgment and prioritization. You look at a week and can discern what actually matters.
Mastery of Google Workspace, Slack, and Notion, with Granola, Brex/Ramp, and Ashby in the mix, and genuine interest in AI-powered workflows.
Experience in, or a real appetite for, people operations (onboarding, HR admin, employee experience). You want to stretch beyond a traditional EA scope, not just run it well.
Based in the Bay Area and able to work from our Oakland office at least three days a week, and willing to be on call for time-sensitive issues outside standard business hours when needed.
Benefits
Competitive stock option package
Comprehensive health benefits that include:
Full premium coverage for PPO Gold for employees with 80% coverage for dependents
Full premium coverage for Vision and Dental for employees
Generous time-off schedule
20 days paid time off (accrued according to number of hours worked)
10 holidays (personalized to the holidays you observe)
401(k) with a 4% safe harbor company match
2x weekly catered team lunches
A team of curious, passionate, kind, and courageous people committed to eliminating industrial emissions that contribute to climate change
Unparalleled opportunities for growth, leadership, and project ownership in a dynamic and rapidly-growing startup companyCompensation
Compensation
Salary range for this role is $120,000 - $145,000 plus meaningful equity, depending on experience and level.
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