Executive Assistant to the CEO
We are seeking a sharp, trusted, and resourceful Executive Assistant to support our CEO, Allison Duettmann. You’ll be the force that keeps her time, communications, and key initiatives running smoothly — often anticipating needs before they arise.
This role is ideal for someone who thrives in a fast-moving, high-trust environment, loves problem-solving, and takes pride in making complex schedules and projects feel effortless. You’ll work closely with our operations and events teams, interact with high-level partners, and help steward Foresight’s mission to advance beneficial, responsible technologies.
Role details
Location: Bay Area (Hybrid)
Starting date: As soon as possible
Application deadline: September 30th
What you will do
Inbox & Communication Management
- Triage and manage the CEO’s inbox to keep priorities clear and responses timely.
- Draft, proof, and send communications on behalf of the CEO.
- Ensure follow-ups happen — and nothing slips through the cracks.
Calendar & Time Optimization
- Schedule calls, meetings, and events across multiple time zones.
- Proactively block time for deep work and high-priority projects.
- Handle last-minute changes with flexibility and composure.
Travel & Event Logistics
- Plan travel itineraries, book flights and accommodations, and prepare trip briefings.
- Coordinate logistics for events, speaking engagements, and conferences.
- Assist on-site at Foresight events to ensure seamless execution.
Project & Operations Support
- Help drive forward key programs such as fellowships, workshops, and grant cycles.
- Track deadlines, deliverables, and task assignments in Airtable and related systems.
- Liaise with internal teams and external partners to keep projects moving.
Finance & Administration
- Partner with the finance team to process reimbursements, expense reports, and invoices.
- Manage selected administrative tasks on behalf of the CEO with discretion and accuracy.
Strategic & Process Support
- Anticipate needs, propose solutions, and remove friction from the CEO’s workflow.
- Identify and implement process improvements for greater efficiency, e.g in the use of Deel or Bill (with experience from similar systems and tools)
- Maintain up-to-date contact management and stakeholder databases, e.g AirTable
- Help prepare presentation decks, briefing notes, and meeting agendas.
What we are looking for
- Experience: 3+ years as an Executive Assistant or in a similar high-level support role.
- Organized & Detail-Oriented: Able to manage multiple priorities without missing a beat.
- Proactive & Resourceful: You solve problems before they appear.
- Strong Communicator: Excellent writing and interpersonal skills; confident interfacing with senior stakeholders.
- Tech-Savvy: Comfortable with Airtable, Bill.com, Deel, Bloomerang, Slack, Google Workspace, and willing to learn new tools.
- Professional & Discreet: Exercises sound judgment with sensitive information.
- Adaptable: Thrives in a fast-paced, mission-driven, growing organization.
- Location: Based in or near the San Francisco Bay Area, with the ability to attend in-person meetings and events.
Application process
To apply, please fill out this form September 30th latest. Applications will be reviewed on a rolling basis until the role is filled, so please apply as soon as possible.
We look forward to receiving your application!