[Hiring] Executive Assistant @RapidSOS

Role Description

RapidSOS has scaled from a dorm room to a $B+ mission critical AI company - have a front row seat and directly help build the next phase of this transformation. In this role, you will coordinate and help drive the key rhythms of the business by directly assisting the CEO and President/COO, with room to take on more responsibility as you grow. You will orchestrate the calendars, board logistics and leadership rhythm, and build the AI-powered workflows behind them, and you will play a crucial role in enhancing the productivity and operational efficiency of our leaders and their teams. This role is for someone AI-forward and low-ego who sets a high bar, moves fast and wants to learn from people who do the same. The more room you create for our executives to lead, the more RapidSOS can do for public safety and the 1.2 million first responders who count on us.

What you’ll do:

• Own the CEO’s and COO’s calendars, inboxes and priorities so their days go to the highest-impact work, and draft, edit and manage correspondence and concise briefing notes so both executives walk into key meetings fully prepared.
• Build and maintain AI-powered workflows and agents that put automation to work across the CEO’s and COO’s day-to-day, going well beyond a single prompt to raise the speed and quality of the office’s output.
• Serve as the polished point of contact for board members, investors, customers, partners and employees on behalf of both executives, in coordination with the relevant internal owners.
• Own end-to-end logistics for quarterly board meetings, in person and virtual, from the materials timeline to distribution, and coordinate investor meetings and briefing materials with Corporate Development and Finance.
• Support the leadership operating cadence, including Executive Leadership Team meetings and offsites, by managing scheduling, agendas and pre-reads, capturing decisions and tracking action items to completion.
• Book and manage domestic and international executive travel in Navan, and provide on-site coordination for customer visits, including logistics and agendas.
• Manage the executives’ conference, speaking and industry event commitments, including assessing invitations, handling registration and logistics, and coordinating briefing materials with the relevant internal teams.
• Coordinate logistics for all-hands meetings, town halls and other company-wide forums led by the CEO and COO, working with internal owners on timing, format and materials, along with interview logistics for senior candidates meeting with the CEO and COO.
• Run the outreach programs for board members, investors, customers and partners by sourcing vendors and meeting international shipping deadlines.
• Manage the executive office budget for gifts, events and offsites, process vendor invoices, track spend through the year and keep Ramp expenses and receipts compliant with policy deadlines.

Qualifications

• 1-2+ years of any professional working experience, ideally as an administrative assistant, executive assistant, or paralegal (internship experience welcome), with experience supporting or working with senior executives.
• A track record of excelling, a strong work ethic, and the grit and resilience to hold your standard high when the pace gets intense.
• A fast, structured thinker and problem solver who learns quickly and follows through on every commitment.
• AI-forward, ideally already going beyond basic prompts to use agents and automation, and eager to turn that skill into workflows that change how an executive office runs.
• Proficiency with Google Workspace including Docs, Sheets, Slides.
• Super organized and detail-oriented, a careful proofreader who catches what others miss and keeps every thread tracked from first request to final follow-up.
• A polished, professional communicator in writing and in conversation, with high-level stakeholders and everyone else you work with, who listens closely, takes clear notes and handles confidential information with discretion.
• Low ego and high integrity, a self-starter with a strong sense of ownership and a growth mindset, open to feedback and training and ready to take on more responsibility as you grow.
• Agile and proactive, quick to adjust when priorities change and quick to anticipate what others need before they ask.
• Committed to the work with a positive attitude, willing to go the extra mile at a fast-growing company, with the flexibility to stay reachable when the executives’ work calls for it, including evenings, weekends, global time zones and urgent needs as they arise.

Benefits

• The chance to work with a passionate team on solving one of the largest challenges globally.
• Competitive salary and benefits and equity participation.
• A dynamic, flexible and fun start-up work environment with a highly talented team.