[Hiring] Executive Assistant @Wand Synthesis AI Inc.

Wand AI’s Mission

Wand AI’s mission is to drive a generational leap for the global economy by integrating agent ecosystems into the core of work, business, and society. We are committed to making this shift safe, transparent, and radically efficient.

We build the operating system that powers, manages, and scales agent ecosystems, and the tools that enable seamless collaboration between humans and agents at every level of autonomy.

This transformation will redefine how economies operate, how organizations grow, and how progress is made in an increasingly agent-driven world.

Join AI’s Brightest Minds

Work alongside some of the world’s best talent from the likes of DeepMind, Microsoft Research, Google Brain, Amazon, Nvidia, IBM, Jasper, and Hubspot. Our team consistently publishes groundbreaking research in the field’s most prestigious journals. 

We’re Focused on Outcomes

Wand is assembling an elite global team of extraordinary talent—highly driven, high-IQ individuals with exceptional critical thinking abilities, high ownership, and a can-do mentality, ready to fully dedicate themselves, committing extensive hours each week and embracing aggressive timelines to shape the future.

Requirements

Summary

We are seeking an exceptional, highly driven Executive Assistant & Operations Partner to provide dedicated support to our Engineering Management and the entire R&D / Technology Department. This is a demanding, high-impact role requiring high availability, intense focus, and superior organizational skills. You will be the operational backbone, responsible for translating strategic intent into execution rhythm. Your main goal is to drive operational clarity, maintain high execution velocity, and ensure strict accountability across Engineering, AI, and Product.

Responsibilities

• Executive Management & Priorities: Manage complex calendars, scheduling and shifting priorities for the Engineering Management, ensuring their time is utilized for maximum impact. Prepare agendas, track action items, capture decisions, and ensure clear follow-ups.
• Accountability Driver: Prepare meeting agendas (including Staff Meetings, Leadership Reviews, etc.), meticulously track action items and captured decisions, and ensure rigorous follow-ups across the entire technology leadership and team.
• Operational Rhythm: Maintain and enforce structure across all R&D workflows, including weekly reporting cycles, quarterly planning sessions, and sprint reviews, ensuring the department operates at high speed.
• Cross-Functional Coordination: Serve as the central communication hub, coordinating planning and knowledge sharing between Engineering, Product, AI Research, Data, and Operations.
• Hiring Operations: Act as a critical partner to the recruiting team by managing the technical interview scheduling process and coordinating logistics with candidates, interviewers, and HR.
• Process Excellence: Proactively identify and improve operational bottlenecks, documentation standards, and internal communication workflows within the Technology Department to boost efficiency.
• Discretion & Reliability: Handle highly sensitive and confidential information with unwavering discretion and maintain the highest standard of execution quality in all tasks.
• Ad-Hoc Support: Provide support for special projects, deep-dive research, and critical operational tasks as required by the Head of Engineering.

Key Qualifications

• Experience: 4+ years of proven success in Executive Assistant, Operations, or Technical Coordinator roles, ideally supporting R&D, Engineering, or Product leadership.
• Accountability: Demonstrated ability to 'manage up,' prioritize effectively, and successfully hold senior leaders and teams accountable to deadlines and agreed-upon action items.
• Communication: Exceptional written and verbal communication skills (clear, concise, and direct style is a must).
• Technical Comfort: Proven comfort level working directly with highly technical teams (Software Engineers, Data Scientists) and quickly learning engineering terminology and process frameworks.
• Work Environment: Ability to thrive autonomously in a demanding, fast-paced, high-growth environment, often requiring hard work and long hours to meet critical deadlines.
• Availability: Fluency in English and ability to maintain high availability and adaptability to coordinate across global time zones.
• Tech Stack: Expert user of Google Workspace (Calendar, Docs), Slack, Jira, AI tools, and sophisticated scheduling/task management tools.

Personal Characteristics

• Extreme Ownership: A high sense of ownership; you anticipate needs, solve problems proactively, and execute on initiative without waiting for explicit instructions.
• Velocity: A fast thinker and lightning-fast executor who thrives in high-velocity, high-pressure environments.
• Structure & Clarity: Highly reliable, structured, and organized; you excel at bringing clarity to ambiguity.
• Interpersonal Skill: Strong emotional intelligence coupled with the ability to be respectfully direct when keeping people 'on track' and focused on the goal.
• Resilience: Positive attitude, adaptable, and highly resilient to shifting, complex priorities and the demands of an R&D environment.