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Waabi, founded by AI visionary Raquel Urtasun, is the leader in Physical AI, unlocking the next era of autonomous transportation with technology powering commercial autonomous trucks and robotaxis. The company is backed by world leaders in AI, automotive, logistics, and deep tech, with offices in Toronto, San Francisco, Dallas, and Pittsburgh.
You will join the Office of the CEO as an experienced Executive Assistant, playing a key role in building the infrastructure of this emerging function while providing direct operational support to the CEO. This is a high-impact, fast-paced role requiring exceptional attention to detail, ability to manage high volume, and significant change agility.
Key responsibilities include:
- Own the operational execution layer 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, proposing 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 stepping into point-person duties temporarily when needed
- Partner closely with other executive assistants 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 rationale for decisions
- Assist with special projects and cross-functional initiatives
- Handle highly sensitive and confidential information with professionalism and discretion
- Grow into dedicated ownership tracks over time (e.g., end-to-end travel strategy, calendar operations, workflow design)
This role offers real opportunity to drive impact and influence the design of the Office of the CEO as it develops. You will work in a collaborative environment with a world-class team focused on solving hard problems in autonomous transportation.
REQUIREMENTS:
- 5+ years of experience supporting C-suite executives, including real, hands-on experience inside an established Office-of-CEO structure as the 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 senior, mature judgment to keep things moving without complete information; 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 this role's travel is expected to be low)
- Open-minded and collaborative team player with willingness to help others
- Passionate about self-driving technologies, solving hard problems, and creating innovative solutions
BONUS/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
- Familiarity with the autonomous driving / advanced technology space
- Prior experience helping build or shape an Office-of-CEO structure, not just operating within an already-established one
- Exposure to travel risk or security planning for senior executives
