Executive Assistant & Operations at Prox in San Francisco, CA

Social description: Executive Assistant & Operations at a YC-backed AI startup. $100K-$120K. In-person SF.

Prox is the AI product assistant for manufacturers. We turn a manufacturer's manuals, service docs, parts catalogs, fitment tables, training videos, support history, and senior-tech tribal knowledge into one product expert that can answer questions, cite the exact source page, and generate the right artifact when text is not enough.

The assistant helps customers, dealers, sales teams, support reps, field techs, and internal teams choose the right product, install it correctly, troubleshoot it, service it, compare variants, build quotes, and understand what the manufacturer already knows.

We work with manufacturers whose products are too specific for generic chatbots: pro AV and live-production systems, camera and lighting equipment, construction products and formwork, material-handling equipment, HVAC and heat exchangers, commercial foodservice equipment, industrial cleaning machines, powersports, marine, and outdoor power.

Backed by Y Combinator, Bloomberg Beta, Paul Graham, SV Angel, Burst Capital, and more. Two founders now, hiring toward five.

How we operate

We run the company through a very high-context operating system: calendars, inboxes, hiring workflows, meeting notes, HR/admin, vendor loops, customer follow-ups, and a git-based knowledge graph.

The knowledge graph is our durable memory. It keeps the company structured, linked, versioned, and searchable. But the day-to-day surface is broader: Google Workspace, Slack, Ashby, email, scheduling tools, HR/payroll tools, Attio, Linear, meeting transcripts, spreadsheets, vendors, and AI agents like Claude Code and Codex.

This role sits on top of all of it. You keep the operating layer clean enough that the founders can trust the system instead of reconstructing reality from memory.

The character flaw we're hiring for

You cannot do the same thing twice without immediately wanting to eliminate the second time it happens. Not from laziness -- because repetition feels like a design failure.

You think like an operator with taste. Every system has a seam, and if you find it, you can usually make 10x the impact with a fraction of the effort. You don't ask permission to clean things up. You notice the pattern and close it.

But you have taste. Output that looks like AI slop bothers you -- be it an email, a calendar invite, an event plan, a candidate handoff, a travel itinerary, or a customer dinner invite. The aesthetic of the work matters. Every output is a signal.

Your job is to be the judgment layer on top of the operational chaos -- and to keep extending the system so the founders can stay on customers, hiring, and product.

What you'll juggle

⊹ executive assistance -- scheduling, travel, logistics, reminders, occasional personal tasks, and making sure the founders are never surprised by their own calendar

⊹ inbox and communication ops -- email triage, follow-ups, drafts, vendor threads, candidate coordination, and making sure important messages do not disappear

⊹ meeting operations -- agendas, prep docs, Circleback/transcript cleanup, action items, follow-up owners, and calendar hygiene

⊹ conference and event ops -- registrations, flights, hotels, booth materials, meeting schedules, dinners, prep docs, and follow-up lists

⊹ hiring ops -- Ashby hygiene, candidate scheduling, trial logistics, interview coordination, offer paperwork support, and onboarding checklists

⊹ HR and company administration -- payroll coordination, benefits, legal docs, vendor follow-up, invoices, insurance, compliance reminders, and recurring company obligations

⊹ office ops -- meals, supplies, equipment, repairs, guests, workspace setup, and everyday friction removal

⊹ founder prep -- agendas, briefs, printed materials, reminders, daily priorities, post-meeting follow-through, and keeping decisions from floating away

⊹ contractor coordination -- videographer, designer, content support, agencies, vendors, and one-off specialists

⊹ AI-assisted operations -- using Claude Code, Codex, and internal agents to search context, draft, reconcile, summarize, update systems, and make repetitive work disappear

⊹ knowledge base hygiene -- keeping the parts of the company brain you touch clean, current, and useful

most of this work exists to make the founders faster -- and to make chaos disappear before it becomes expensive

What we're looking for

⊹ comfortable with tools -- Google Workspace, Slack, Ashby, Attio, Linear, spreadsheets, calendar systems, HR tools, and AI tools

⊹ fast learner -- productive in a new system within days

⊹ strong writer -- natural voice, clean formatting, drafts that don't need editing

⊹ taste -- output that looks rough or reads like a bot bothers you

⊹ systems thinker -- sees a recurring task as a design flaw, not a to-do item

⊹ operationally obsessive -- calendars, inboxes, docs, vendors, candidate flows, event plans, and reminders stay current

⊹ high-trust -- confidential information stays confidential, and sensitive details do not fall through cracks

⊹ cares deeply -- the work feels personal, the details are never someone else's problem

Bonus: startup ops, events, recruiting coordination, office management, or founder support experience.

Comp

$100K-$120K cash salary Full health, dental, vision; daily meals In-person SF, 6 days/week; occasional remote flexibility for personal travel with advance notice

Process

Application -> founder call -> practical ops challenge -> paid work trial -> offer