Executive Assistant Job at Laude Research Institute PBC in San Francisco

Laude Institute is a nonprofit research organization built by and for computer scientists who ship.We back impact-driven researchers turning breakthrough ideas into open-weight models, open-source infrastructure, and real-world tools. Our goal is to accelerate the most important research and get it into people’s hands faster. We are funded by individual technologists and anchored by a $100M commitment from Andy Konwinski. Our community includes researchers from the most advanced labs in the world. Role Summary We are seeking a highly organized and proactive Executive Administrator to serve as the backbone of our executive operations. This role combines high-level administrative support with coordination of workplace operations and events. From managing complex calendars and travel to executing internal and external events, this position is critical to ensuring our leadership team operates efficiently and effectively. This is a full-time, in-office position at the center of a fast-moving organization poised for impact. Key Responsibilities Executive Support Manage executive calendars, including scheduling, prioritization, and follow-ups Coordinate meeting logistics, confirm participants and locations Book all travel for executives, including flights, hotels, and transportation, while maintaining updated itineraries Track and manage executive travel expense reporting and reimbursements Serve as point-of-contact for general administrative needs across the executive team Event Coordination Plan and manage logistics for internal quarterly off-sites, holiday parties and other team events Support visiting researchers, guests, and speakers Assist with external event logistics Workplace Operations Oversee day-to-day office operations to maintain a professional, welcoming environment Coordinate with vendors, building management, and service providers Manage office supplies, equipment, and facilities needs Assist with onboarding and workspace setup for new hires Required Qualifications Proven experience in Executive Assistant, administrative support or similar roles. Strong organizational skills with ability to manage multiple priorities Proficiency in Google Workspace; experience with expense tracking systems like Ramp is a plus Customer service mindset with attention to detail Event planning experience preferred What We\'re Looking For Positive attitude and proactive approach to problem-solving Strong interpersonal skills and professional demeanor Ability to maintain confidentiality and exercise good judgment Flexibility to adapt to changing priorities and deadlines Hands-on approach to workplace management Ability to work independently and take initiative Occasional early morning, evening, or weekend availability for events Full-time in-office presence required Occasional travel for offsite events Why Join Us? Work with luminaries in the field of CS research Salary range: $100,000–$140,000 Comprehensive health, dental, vision, and life insurance 401(k) Unlimited PTO Paid parental leave #J-18808-Ljbffr