Startup Executive Business Partner / Executive Admin

Startup Executive Business Partner / Executive Admin - SF Bay Area

About the Role

We are seeking a high-trust, high-judgment operator to serve as a hybrid Executive Business Partner, Executive Assistant, and Operations Lead supporting the leadership team in a fast-moving startup environment.

Although there are many aspects of a traditional administrative role, we believe you will make a difference as a high-leverage operational role designed to materially increase executive effectiveness, organizational coordination, and company execution. You will operate as an extension of the leadership team: protecting executive focus, driving follow-through on strategic priorities, coordinating high-impact meetings and events, and ensuring the executive office operates with calm, structured efficiency.

This role requires exceptional judgment, discretion, anticipation, and operational maturity. The right person thrives in ambiguity, solves problems proactively, and creates clarity and momentum across the organization without needing heavy direction.

This is a full-time, highly visible role ideal for someone who enjoys being at the center of company operations and helping leadership teams scale effectively.

Core Responsibilities

Executive Partnership & Leadership Support

Operate deeply within the CEO’s email and calendar to help prioritize, triage, and drive responsiveness across competing demands

Proactively manage inbox flow, surface critical items, draft responses, and ensure timely follow-through on high-priority communications

Continuously optimize the CEO’s calendar to align time allocation with company priorities, strategic initiatives, customer engagement, and leadership effectiveness

Anticipate scheduling conflicts, preparation needs, and downstream impacts before they create operational friction

Maintain strong context across executive conversations, customer interactions, leadership priorities, and ongoing company initiatives to improve decision-making speed and organizational responsiveness

Own complex executive calendars, prioritization, and scheduling with a focus on maximizing executive leverage and focus time

Coordinate travel, logistics, and executive meeting preparation end-to-end

Track and drive follow-through across executive commitments, leadership priorities, and cross-functional initiatives

Draft communications, briefing materials, agendas, and meeting summaries on behalf of executives

Act as a gatekeeper and strategic flow manager for executive time and organizational priorities

Anticipate operational gaps, identify friction points, and proactively implement solutions

Business Operations & Cross-Functional Coordination

Partner closely with executives to improve organizational execution and operational clarity

Build lightweight systems and processes to improve workflow, communication, and accountability

Coordinate leadership offsites, planning sessions, board prep logistics, and company-wide operational initiatives

Manage action items and ensure momentum across high-priority cross-functional workstreams

Support internal communications and executive alignment across teams

Help maintain organizational rhythm, follow-through, and operational consistency in a rapidly scaling environment

Company Events & Executive Programs

Lead planning and execution of company events, leadership offsites, team gatherings, and executive meetings

Coordinate logistics for customer-facing events, executive dinners, onsite visits, and strategic partner meetings

Support preparation and hospitality for customer and investor interactions, including scheduling, logistics, materials, and onsite coordination

Ensure executive meetings and company events are polished, well-organized, and aligned with company standards

Partner with leadership to create high-quality experiences for employees, customers, candidates, and external stakeholders

Office & Workplace Operations

Own day-to-day office operations, including vendor coordination, facilities management, and workspace organization

Manage office logistics, supplies, and workplace experience initiatives

Serve as the primary point of contact for office vendors, services, and operational support needs

Maintain a high-functioning, welcoming, and organized environment for employees and visitors

Support hybrid workplace coordination and executive onsite needs

What Success Looks Like

• Executives operate with clarity, focus, and protected strategic time
• Leadership priorities move forward with strong accountability and follow-through
• Meetings, events, and customer interactions are exceptionally organized and professionally executed
• Cross-functional coordination improves and operational friction decreases
• Office operations and executive logistics run seamlessly without escalation
• Problems are anticipated and resolved before they become visible

Ideal Candidate

• 7+ years supporting senior executives, founders, or leadership teams in startup or high-growth environments
• Experience operating as a trusted executive partner in fast-paced, ambiguous environments
• Strong operational instincts and ability to manage multiple high-priority workstreams simultaneously
• Proven experience coordinating executive meetings, leadership offsites, company events, and customer-facing interactions
• Exceptional judgment and discretion with highly confidential information
• Highly organized, detail-oriented, and calm under pressure
• Strong written and verbal communication skills
• Proactive, anticipatory mindset with a bias toward action and ownership
• Comfortable working independently with minimal structure or direction
• Tech-savvy with strong proficiency in Google Workspace, Slack, calendar systems, and productivity tools

Working Style

• Highly reliable, responsive, and execution-oriented
• Comfortable operating with incomplete information and evolving priorities
• Balances strategic thinking with hands-on execution
• Strong ownership mentality with a focus on outcomes, not just tasks
• Low ego, highly collaborative, and adaptable
• Able to build trust quickly across executives, employees, customers, and external partners

Why This Role Matters

This role is a force multiplier for the leadership team and the broader organization. Done well, it unlocks executive capacity, improves organizational coordination, strengthens operational execution, and helps create a high-functioning company environment as the business scales.

The base salary range for this position is $150,000 - $170,000 per year, depending on experience and qualifications. Canopy is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.