Job Description
Waabi, founded by AI visionary Raquel Urtasun, is a leader in Physical AI. The company is advancing autonomous transportation with technology powering commercial autonomous trucks and robotaxis, and is backed by and partners with world leaders in AI, automotive, logistics, and deep tech.
Waabi is seeking an experienced Executive Assistant to join the Office of the CEO. The role combines building the office’s infrastructure with providing day-to-day executive support, including efficient management of schedules, travel, and meeting preparation. It requires deep attention to detail, the ability to manage a high volume and pace of work, and significant change agility.
The role offers an opportunity to influence the development of the Office of the CEO. The position is hybrid, with remote options in the US and Canada, and occasional travel is expected to be limited.
The US yearly salary range is USD 120,000 to USD 170,000, in addition to equity incentive awards, an annual performance bonus, and competitive benefits. Benefits include medical, dental, and vision coverage; paid leave; PTO; retirement savings plans; health savings account contributions; and, when in office, drinks, snacks, and catered meals.
Waabi is an equal opportunity employer committed to a supportive, inclusive, and accessible workplace. The company may use AI tools to support parts of the hiring process, but final hiring decisions are made by humans.
Requirements
- 5+ years of experience supporting C-suite executives, including hands-on experience inside an established Office-of-CEO structure as a lead EA or contributing member.
- Excellent organizational and communication skills.
- Bachelor's degree or equivalent professional experience.
- Solid understanding of complex, high-volume calendar and travel logistics management.
- Ability to rapidly context-switch and reprioritize in a fast-moving, ambiguous environment, with mature judgment to keep things moving without complete information, including willingness to push back or say no when needed.
- Solid problem-solving skills applied to scheduling, logistics, and operational workflow design.
- Motivated by impact rather than visibility or ownership of the primary executive relationship.
- Experience at a larger-scale company.
- Comfortable with occasional travel, though travel for this role is expected to be low.
- Open-minded and collaborative team player willing to help others.
- Passionate about self-driving technologies, solving hard problems, and creating innovative solutions.
- Nice to have: Demonstrated ability to leverage AI-powered tools (e.g., Gemini, Claude) to automate repetitive executive-support tasks, improve workflows, and increase productivity while maintaining accuracy and discretion.
- Nice to have: Familiarity with the autonomous driving or advanced technology space.
- Nice to have: Prior experience helping build or shape an Office-of-CEO structure, not just operating within an established one.
- Nice to have: Exposure to travel risk or security planning for senior executives.
Responsibilities
- Own the operational execution of calendar, travel, and logistics support for the CEO at very high complexity and pace.
- Identify patterns and inefficiencies in calendar structure, pre-read completeness, and meeting-acceptance follow-through, and propose improvements.
- Anticipate needs and proactively resolve issues before they arise.
- Track action items, deadlines, and commitments to ensure follow-through.
- Flex into coverage during time-zone shifts or travel, including temporarily stepping into point-person duties when needed.
- Partner closely with the other executive assistants supporting the CEO as the Office of the CEO structure develops.
- Contribute to shaping the Office of the CEO's structure and operating practices.
- Communicate clearly and confidently in ambiguous situations, articulating the rationale for decisions to the Senior EA or directly to the CEO as needed.
- Assist with special projects and cross-functional initiatives.
- Handle highly sensitive and confidential information with professionalism and discretion.
- Grow into a dedicated ownership track over time based on strengths, such as end-to-end travel strategy or calendar and operations quality and workflow design, and build systems that help the executive team work smarter.