Executive Assistant

Who you are

• This role is ideal for someone who thrives in ambiguity, exercises strong judgment, protects confidentiality, and is energized by building structure from scratch in a growth-stage company
• 5+ years of experience as an Executive Assistant or in a similar role, ideally supporting senior executives in a fast-paced, high-growth, or startup environment
• You bring strong executive partnership instincts and understand that great EA support goes beyond administration into prioritization, communication, judgment, and trust
• You are exceptionally organized, detail-oriented, and able to manage multiple competing priorities with calm, flexibility, and follow-through
• You have excellent verbal and written communication skills and know how to interact effectively with senior leaders and cross-functional teams
• You have a high level of discretion, sound judgment, and professionalism in handling confidential information and sensitive situations
• You are proactive and resourceful, with the ability to anticipate needs, stay a step ahead, and create structure where it does not yet exist
• You are comfortable operating in ambiguity and excited by the opportunity to build process, rhythm, and operational support in a growth-stage company
• You are tech-savvy and comfortable using tools like Google Workspace, Slack, Zoom, and related collaboration tools
• You are based in the Bay Area, with the ability to be onsite regularly to support in-person logistics and executive needs in our Mountain View Office

What the job involves

• Glean is seeking a proactive, highly organized Executive Assistant to the COO to serve as a trusted partner to our Chief Operating Officer and support the broader organizations they lead
• This role will be critical in helping the COO operate effectively at scale by managing priorities, creating structure, and ensuring smooth execution across a fast-moving, high-growth environment
• The role is being built to provide dedicated support to the COO and their organization, with an expectation that the person in the seat goes beyond administrative support to become a high-trust, strategic partner
• You will help manage the day-to-day flow of work for the COO, including calendar management, travel, reimbursements, deck preparation, communication flow, and onsite logistics, while also helping create the operational foundation that allows the org to run smoothly
• Provide comprehensive administrative support to the COO, including complex calendar management, travel coordination, expenses and reimbursements, meeting preparation, and follow-up
• Support the broader COO org by helping coordinate priorities, meetings, communications, and key operating rhythms across teams
• Manage communication flow on behalf of the COO, helping ensure the right issues are surfaced, routed, and followed through at the right time
• Prepare materials such as decks, briefing notes, agendas, and supporting documents for internal and external meetings
• Coordinate onsite logistics, visitor support, and day-of execution needs for executive meetings and high-priority interactions
• Handle highly sensitive and confidential information with exceptional discretion and professionalism
• Act as a trusted thought partner who helps the COO stay ahead of priorities, make good use of time, and operate with clarity in a fast-paced environment
• Build and improve lightweight systems, workflows, and communication hubs that help the COO org scale more effectively over time
• Partner closely with other Executive Assistants and cross-functional stakeholders to ensure strong coordination across the executive team and company priorities