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Executive Assistant

Vapi · San Francisco, California

Location
San Francisco, California, United States
Workplace
Hybrid
Employment
Full time
Level
Mid level
Posted
2 months ago

About this role

Voice AI that resolves, not transfers.

Most phone systems trap callers in menus and scripts. Vapi is the platform for deploying voice agents that know your business and can listen, adapt, and resolve in minutes.

  • The numbers: 1 billion calls. 1 million developers. 10x enterprise ARR growth

  • The customers: Amazon Ring, ServiceTitan, New York Life, Intuit, Kavak, and thousands more, from YC startups to the Fortune 500

  • The news: a $50M Series B led by Peak XV Partners, with Bessemer Venture Partners, Kleiner Perkins, M12 (Microsoft's Venture Fund), Y Combinator, and our earlier backers. Total raised: $72M

Vapi (/ˈVɑːpi/):

  • Voice AI that resolves, not transfers

  • Powering 1 billion calls for companies like Amazon Ring, Intuit, ServiceTitan, and New York Life

  • Trusted by 1 million developers building the future of voice agents

  • Backed by Peak XV, Bessemer, Kleiner Perkins, M12, Y Combinator, and more with $72M raised

  • Try talking to Vapi now!

Why We’re Hiring This Role:

  • We're looking for an exceptional Executive Assistant to support our CFO and Finance organization while also providing calendaring and ad hoc support to our VP of Sales. This is a high-trust, high-impact role for someone who thrives on creating order from chaos, anticipating needs before they arise, and helping executives operate at their highest level. You'll be a force multiplier across Finance, working with leaders, board members, investors, and cross-functional teams while handling highly confidential information with discretion.

What You’ll Do:

  • 30 Day:

    • Learn the priorities, operating rhythms, and communication styles of the CFO and VP of Sales. Take ownership of calendars, scheduling, travel, and meeting logistics.

    • Build relationships across Finance and key cross-functional partners.

  • 60 Day:

    • Independently manage complex calendars, travel, expenses, and executive communications.

    • Coordinate leadership meetings, board logistics, investor meetings, and Finance planning cycles.

    • Own operational processes that keep the Finance organization running smoothly.

    • 90 Day:

      • Become a trusted partner who proactively identifies problems, removes friction, and keeps priorities moving.

      • Drive cross-functional projects, improve operational workflows, and ensure nothing falls through the cracks.

      • Serve as the connective tissue across Finance, GTM, and executive leadership.

        • Who You Are:

        • 3+ years supporting VP-level or executive leaders, ideally in a fast-paced startup.

        • Exceptionally organized, proactive, and calm under pressure.

        • Exercises outstanding judgment and discretion with confidential information.

        • Strong written and verbal communicator.

        • Comfortable with Google Workspace, Slack, Notion, DocuSign, and AI productivity tools.

        • Thrives in fast-moving environments where priorities shift quickly.

        • Takes ownership, follows through, and enjoys making executives and teams more effective.

        How We Work:

        • Build something worthy of love

          • Craft matters. We aim to build products and experiences customers genuinely love, not just tolerate.

        • Commit and follow through

          • We finish what we start and build trust by being people others can count on.

          • Why not today?

            • We value urgency and momentum. The fastest path to customer value usually wins.

            • Seek raw input

              • We go directly to customers, data, and teammates instead of relying on summaries or assumptions.

              • It’s our problem

                • We operate as one team. We share credit, own mistakes together, and support each other when things get hard.

                • Be direct and kind

                  • We give feedback clearly, respectfully, and without delay.

                    • Why Vapi:

                    • Generational impact: Build the human interface for every business

                    • Ownership culture: Many of us are previous founders

                    • Kind team: The founders, Jordan and Nikhil, are Canadians

                    • Tier-1 Investors: YC, KP seed, Bessemer Series A

                    What We Offer:

                    • Real stake: We offer a competitive salary and excellent equity ownership

                    • Comprehensive health coverage: medical, dental, and vision plans

                    • Team love: We love hanging out, and we do quarterly off-sites

                    • Flexible time off: take what you need

                    • More: catered meals, transportation, gym, and a $10k annual L&D budget

                    As published by Vapi. Applications are handled on their site.

                    Skills this posting mentions

                    Artificial IntelligenceExecutive CommunicationsFinance

                    About Vapi

                    Voice AI for developers. Vapi lets developers build, test and deploy voice agents in minutes rather than months. We’re building the infrastructure that helps developers close the gap between the raw model and voice AI in production.

                    All 31 openings at Vapi

                    One click, then it is written

                    Apply to Vapi with a resume written for this role.

                    Queue Executive Assistant and I read the posting, rewrite your resume against it, draft the cover letter, and score the fit. Then you press send, or press one button and I fill in Vapi’s form for you.

                    1. 01Drop your resume

                      A PDF or a LinkedIn URL. About a minute, once.

                    2. 02I rank the openings

                      Every weekday morning, the live catalog scored against your history. Up to 20 worth your time, not two hundred links.

                    3. 03Each one is written up

                      Resume rewritten for the posting, a cover letter, a fit score. Press send, or let me fill in the form.

                    Apply on my behalfHow it works
                    • 25 sent a week, free
                    • No card
                    • Nothing sent until you say so

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                    Put this to work

                    Paste your career in once. Every application after that is written for you.

                    Drop a resume or a LinkedIn URL. I rank the live openings against it, rewrite the resume and write a cover letter for the best of them, and fill in the employer's form when you press the button. You read, you decide what goes out.

                    1. 01Drop your resume

                      A PDF or a LinkedIn URL. About a minute, once.

                    2. 02I rank the openings

                      Every weekday morning, the live catalog scored against your history. Up to 20 worth your time, not two hundred links.

                    3. 03Each one is written up

                      Resume rewritten for the posting, a cover letter, a fit score. Press send, or let me fill in the form.

                    Build my resumeHow auto apply works
                    • New matches ranked and written before you are up.
                    • Every bullet stays inside what your history supports. Nothing invented.
                    • Queued, submitted, interviewing, offer: one screen, not a spreadsheet.

                    500 free credits on sign-up. No card. Nothing is sent until you say so.

                    Listed from the job board Vapi publishes. Refolk is not the employer and does not handle their hiring. Applications go to Vapi directly.