Administrative Business Operations
At Exa, we're building a next-generation AI search engine — one that outperforms Google for power users. We help people find the information they can't get anywhere else: https://exa.ai/websets
We're an SF-based team of ~80 from Harvard, MIT, Google, Apple, etc. We recently raised a Series B from Benchmark, and we're rapidly building the most intelligent search engine in history.
We're looking for an in-person Administrative Business Operations lead to be the operational support for key executive-led initiatives from our San Francisco office.
About the Role
This role sits at the intersection of executive support and operations. You'll carry deep context across the company — leadership trusts you to parse what matters, drive things forward, and make good calls with limited oversight.
If you've ever wanted a role that combines the intensity of a Chief of Staff with the hands-on ownership of running a high-growth startup's operations, this is it.
What You'll Do
Operate as an extension of leadership — maintain deep context across GTM, product, and company strategy. Be a sounding board, a forcing function for clarity, and someone who makes sure important things don't stall
Triage and prioritize across the C-suite — parse what's urgent, surface what needs attention, handle what you can directly, and bring structure to the chaos
Support GTM operations — help optimize sales processes, maintain CRM hygiene, build dashboards, track KPIs, and provide insights to leadership
Coordinate cross-functional projects — lead initiatives that span sales, marketing, recruiting, workplace, culture, and product when they need someone to drive them
Support recruiting initiatives — coordinate long-courting logistics, manage scheduling for key hires, and ensure a seamless onsite experience
Drive process improvement — you see broken workflows and fix them. You build systems that scale, not just ones that work today
Handle the unexpected — urgent, ambiguous, important things come up constantly. You care deeply about the company and make yourself available when it matters
What We're Looking For
3+ years of experience as an operator in a high-trust role — ideally at a high-growth startup or in consulting/banking/VC
You're intense and organized — you can derive clarity from dozens of simultaneous workstreams, prioritize effectively, and execute with little oversight
Excellent communicator who can engage with leadership, enterprise customers, investors, and cross-functional partners
Low ego, high agency — you do whatever needs doing and you don't wait to be asked - no task is too big or too small.
Strong judgment and discretion with sensitive information
Comfortable with modern tools and AI — you look for ways to automate and move faster
Understanding of enterprise software and AI/ML market dynamics is a plus
Based in or able to relocate/commute to San Francisco
This is a full-time, in-person role in San Francisco. In addition to premium healthcare benefits (medical, dental, vision), we also offer fertility benefits and a monthly wellness stipend to all of our employees.
