Executive Assistant to the CEO

Youll be the person who makes sure nothing falls through the cracks in our CEOs world his calendar his inbox his commitments his time. This is a role built on trust precision and quiet excellence. You wont be asked to reinvent the wheel. Youll be asked to make sure every wheel turns exactly when it should every single day. Youll report directly to the CEO.

Salary Range: $150000$180000/year (Range shown is for U.S.-based employees in San Francisco CA.)

Equity Range: Up to 0.05%

Location: San Francisco CA (In-person)

Job Type: Full-Time

Experience: 3 years as an Executive Assistant or equivalent operational support experience

Visa: US Citizenship/Visa required

About Firecrawl

Firecrawl is the easiest way to extract data from the web. Developers use us to reliably convert URLs into LLM-ready markdown or structured data with a single API just over a year weve hit 8 figures in ARR and 100k GitHub stars by building the fastest way for developers to get LLM-ready data.

Were a small fast-moving technical team building essential infrastructure super-intelligence will use to gather data on the web. We ship fast and deep.

What Youll Do

Own the CEOs calendar with zero ambiguity. Every meeting has a purpose an agenda the right attendees and the right prep attached or it doesnt get scheduled. Youll manage competing requests protect deep work time and make judgment calls about what deserves the CEOs attention and what doesnt. The calendar is your system and it runs flawlessly.

Triage the inbox so nothing gets lost. The CEOs inbox is high-volume and high-stakes. Youll build and maintain a triage system that surfaces whats urgent drafts responses where appropriate and ensures that important threads investor follow-ups customer escalations partnership opportunities never stall because they got buried. Inbox zero isnt aspirational; its the standard.

Ensure every commitment has follow-through. Prepare briefing materials and context docs before key meetings. Capture action items afterward and track them to completion. Coordinate logistics for board meetings investor updates and external engagements with the kind of attention to detail that makes people wonder how everything always runs so smoothly.

Handle sensitive information with complete discretion. Youll have access to confidential conversations financials personnel decisions and strategic plans. Discretion isnt a nice-to-have its the foundation of this role. You protect the CEOs trust and the companys confidence by never letting sensitive information travel where it shouldnt.

Take care of the operational details. Travel arrangements expense reports scheduling logistics and the hundred small things that keep an executives work life running. You dont see these as beneath you you see them as the backbone of everything else working.

Use AI tools to make your systems even tighter. Were an AI company and we expect you to use AI tools Claude ChatGPT automation platforms to streamline your own workflows. If theres a repetitive task your instinct should be to systematize it. You dont need to be an engineer but you should be the kind of person whos already experimented with these tools.

Earn deeper context over time. This role starts tactical owning the calendar inbox and logistics and expands as trust is built. Over time youll gain visibility into strategic priorities leadership dynamics and company planning. The more you prove your judgment and discretion the more context and responsibility youll earn.

What Were Looking For

Borderline obsessive about details and follow-through. Youre the person who triple-checks the meeting link confirms the dinner reservation and flags the scheduling conflict before anyone else notices. Nothing slips. Thats not a goal for you its how youre wired.

High emotional intelligence and low ego. You read rooms well. You know when the CEO is overloaded before he says it. You navigate sensitive dynamics board members investors candidates team members with grace and good judgment. You dont need the spotlight; you need things to run right.

Trustworthy at the highest level. Youve held confidential information before and it stayed confidential. Period. You understand that discretion isnt just about keeping secrets its about knowing what to share with whom and when.

Executes to spec fast and doesnt freelance on priorities. When the CEO says handle X by Thursday its handled by Wednesday. You dont reinterpret the ask or go rogue on priorities. You clarify when needed execute precisely and close the loop.

Slightly overqualified and happy about it. You might have the skills to do a bigger role but you genuinely love the craft of executive support. You find deep satisfaction in building systems that make someone else dramatically more effective. Youre not looking for a stepping stone youre looking for the right person to support.

Comfortable with technology. You dont need to code but you should be fluent in modern productivity tools Google Workspace Slack Notion calendar management tools and genuinely curious about AI tools that can make your work better.

Backgrounds that tend to do well: EAs who supported a founder or CEO through a high-growth phase and became the person that executive couldnt function without. People with a track record of community leadership service-oriented work or roles where reliability and conscientiousness were the whole job. Anyone whose references would describe them as the most organized and trustworthy person Ive ever worked with.

What Were NOT Looking For

A strategist looking for a seat at the table. This role earns strategic context over time but the starting point is execution not vision. If youre looking for a role where you shape company direction from day one this isnt it.

Someone who just books meetings. If your approach to calendar management is put it on the calendar when someone asks this isnt the right fit. We need someone who builds and maintains a system not someone who waits to be told what to schedule.

Someone looking for a strict 9-to-5. This role pays well because the CEOs world doesnt stop at 5pm. There will be moments a last-minute board prep a travel change an urgent request that need you outside regular hours. Its not every day but when it happens youre on it.

A Note On This Role

The best executive assistants weve talked to describe their work the same way: I make sure nothing breaks. Thats exactly what were looking for. Not someone chasing adrenaline or big-picture strategy someone who finds deep satisfaction in building bulletproof systems around an executive and executing them with precision warmth and total reliability. If that sounds like you we want to talk.

A Note On Pace

We operate at an absurd level of urgency because the window for what were building wont stay open forever. If that excites you keep reading. If it doesnt no hard feelings but this role probably isnt for you.

Benefits & Perks

Available to all employees

• Salary that makes sense $150000$180000/year based on impact not tenure

• Own a piece Equity in what youre helping build

• Generous PTO 15 days mandatory anything after 24 days just ask (holidays excluded); take the time you need to recharge

• Parental leave 12 weeks fully paid for moms and dads

• Wellness stipend $100/month for the gym therapy massages or whatever keeps you human

• Learning & Development Expense up to $1000/year toward anything that helps you grow professionally

• Team offsites A change of scenery minus the trust falls

• Sabbatical 3 paid months off after 4 years do something fun and new

Available to US-based full-time employees

• Full coverage no red tape Medical dental and vision (100% for employees 50% for spouse/kids) no weird loopholes just care that works

• Life & Disability insurance Employer-paid short-term disability long-term disability and life insurance coverage for lifes curveballs

• Supplemental options Optional accident critical illness hospital indemnity and voluntary life insurance for extra peace of mind

• Doctegrity telehealth Talk to a doctor from your couch

• 401(k) plan Retirement might be a ways off but future-you will thank you

• Pre-tax benefits Access to FSAs and commuter benefits (US-only) to help your wallet out a bit

• Pet insurance Because fur babies are family too

Available to SF-based employees

• SF HQ perks Snacks drinks team lunches intense ping pong and peak startup energy

• E-Bike transportation A loaner electric bike to get you around the city on us

Interview Process

Application Review Send us your resume and a quick note on why this role excites you. Bonus points if you tell us about a system you built that made an executives life dramatically easier.

Operational & Fit Interview (45 min) Well dig into how youve managed executive priorities in the past how you handle competing demands and how you think about protecting time. Well walk through a real scenario a messy week of scheduling conflicts urgent requests and competing priorities and see how youd navigate it.

Founder Chat (30 min) Culture pace working style and how you like to operate. This is with Caleb. Time for your questions too.

Paid Work Trial (1 week) The real thing: step into the role for a week and show us how youd run it. Well evaluate on judgment initiative and how much smoother things feel with you in the seat.

Decision We move fast after the trial.

If youre the kind of person who sees a disorganized inbox and physically cant leave it alone and you want to be the force multiplier behind the CEO of one of the fastest-growing AI infrastructure startups this is your shot.

Apply now and lets make every hour count.

Required Experience:

IC