Executive Assistant

📋 Description

• • FluidStack Inc. is at the forefront of building the infrastructure for abundant intelligence, partnering with leading AI labs, governments, and enterprises to accelerate the future of AGI. We are driven by a mission to make AGI a reality and are seeking highly motivated individuals committed to delivering world-class infrastructure with an unwavering focus on customer outcomes and earned trust.
• • The People team at FluidStack is dedicated to fostering an environment where talented individuals can achieve their life's best work. We achieve this by designing and operating robust systems, environments, and partnerships that enable our team to concentrate on meaningful challenges. Our responsibilities encompass the foundational infrastructure that ensures organizational efficiency, the employee lifecycle experiences that shape our culture, and the comprehensive support that empowers managers and leaders to excel.
• • We place a significant emphasis on the 'how' – the meticulous execution and thoughtful approach behind our work – not just the 'what' or the outcome. This role is pivotal in supporting FluidStack's growing leadership team by alleviating the coordination overhead that naturally accompanies expansion. The primary objective is to reclaim valuable executive bandwidth currently consumed by scheduling, logistics, and communication triage, thereby enabling leaders to dedicate their focus to high-impact decision-making.
• • This Executive Assistant role operates within a shared-services model, providing dedicated, high-leverage, and thoughtful support to FluidStack leadership. You will be instrumental in owning and expertly managing calendar coordination, intricate travel logistics, comprehensive meeting preparation, and efficient communication triage. The overarching goal is to significantly enhance executive effectiveness by minimizing their involvement in operational minutiae and infusing their daily workflow with a level of care and precision that genuinely amplifies their impact.
• • You will collaborate closely with a team of fellow Executive Assistants, fostering a culture of mutual support and ensuring seamless continuity and coverage across the entire leadership team. We believe that the best EA teams are those that actively nurture each other, and we expect this collaborative spirit to be a cornerstone of your contribution.
• • This position is far more than administrative busywork; it is a force multiplier role. You will be expected to anticipate needs proactively, identify and remove friction points in executive workflows, and ensure that our leaders' valuable time is optimally allocated to the tasks that drive the company forward.
• • **Your First 30 Days:**
• • Successfully complete the comprehensive onboarding process, gaining a deep understanding of FluidStack's operations and culture.
• • Shadow your assigned executive(s) closely to grasp their unique priorities, personal preferences, and distinct communication styles.
• • Assume full ownership of calendar management, meticulously learning recurring commitments, established meeting cadences, and the underlying scheduling principles that guide executive time allocation.
• • Develop a detailed map of the executive's key relationships and recurring touchpoints, enabling you to anticipate their needs more effectively.
• • Establish a clear and efficient working rhythm with your executive(s), defining communication protocols, identifying tasks you can handle independently, and understanding what requires their explicit approval.
• • **By 60 Days:**
• • Independently manage all scheduling, travel arrangements, and logistical coordination from initiation to completion with minimal supervision.
• • Actively coordinate with other Executive Assistants to ensure comprehensive coverage, proactively prevent scheduling conflicts, and contribute to the collective institutional knowledge of the EA team.
• • Begin taking the lead on meeting preparation, including developing agendas, distributing pre-read materials, and tracking follow-up action items.
• • Proactively identify and flag potential scheduling conflicts, periods of executive overload, or critical gaps in the calendar before they escalate into significant issues.
• • **By 90 Days:**
• • Your executive(s) will have developed a high degree of trust, relying on you to manage their time and logistics autonomously.
• • You will have established and refined a clear, systematic approach to prioritization, communication triage, and escalation procedures.
• • You will have identified and proposed at least one significant process or system improvement that enhances the overall effectiveness and efficiency of the EA function across the entire team.
• • **What We Are Looking For:**
• • An intense curiosity about the dynamics of leadership and the factors that contribute to executive effectiveness.
• • A demonstrated capacity for kindness and thoughtfulness in all interactions, whether with executives, their teams, or external partners.
• • Exceptional clarity, approachability, and precision in all forms of communication, ensuring that messages sent on behalf of an executive accurately reflect their voice and uphold their standards.
• • A profound dedication to the craft of support work, taking genuine pride in the quality and meticulousness of your contributions, even in tasks that may not be highly visible.
• • Proven experience supporting senior leaders, with a deep understanding of the responsibility involved in managing an executive's time with the same level of care they would apply themselves.
• • The ability to exercise sound judgment in prioritizing tasks, distinguishing between urgent and non-urgent matters, and knowing when to escalate issues appropriately.
• • Exceptional organizational skills and unwavering reliability, ensuring that no critical task or detail is overlooked.
• • Demonstrated experience in executive support, with a focus on evidence of successful execution rather than a specific number of years.
• • We encourage applications from individuals with backgrounds in operations, customer success, event management, chief of staff roles, or any field where managing complex logistics and competing stakeholder priorities were central to the role.