Executive Assistant - IFS The Loops

Executive Assistant- IFS The Loops

TheLoops, an IFS company, is the first enterprise-grade AI Agent platform built for mission-critical applications and industries. Our AI Agents act as digital coworkers that are governed, secure, always learning, and working 24/7 to drive measurable business outcomes.

As we grow, we're looking for driven, collaborative and ambitious individuals to help us deliver the future of AI-powered operations.

By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability; and a company where we get things done so that you can make a positive impact on the world.

We're looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs. With the power of our AI-driven solutions, we empower our team to change the status quo and make a real difference.

If you want to change the status quo, we'll help you make your moment. Join Team Purple. Join IFS.

Job Description

As the Executive Assistant, you will act as the right hand to the CEO and CTO, enabling them to focus on strategic priorities by managing their schedules, coordinating travel, preparing documents, and handling expenses. You will also take on key office management responsibilities — ensuring the workspace runs efficiently, suppliers are managed effectively, and team operations are well supported. This is a role for someone who thrives in a dynamic environment, can juggle multiple priorities, and enjoys both executive-level interaction and hands-on operational tasks. This will also include managing our new office in Silicon Valley.

This role must be able to site onsite 4+ days/week in the San Francisco Area.

Executive Support

• Manage complex and frequently changing calendars for the CEO and CTO of the Loops and SVP AI Revenue Operations, scheduling meetings across time zones.
• Coordinate domestic and international travel arrangements, including itineraries, visas, and accommodation.
• Prepare and process expense reports in a timely manner.
• Draft, edit, and prepare correspondence, presentations, and meeting materials.
• Organise and prepare for meetings, including gathering documents, setting up technology, and ensuring follow-up actions are tracked.
• Act as the primary point of contact for internal and external stakeholders on behalf of the CEO and CTO.

Office Management & Operations

• Oversee day-to-day office operations, ensuring supplies, equipment, and facilities are maintained.
• Manage relationships with vendors, contractors, and building management.
• Coordinate team events, meetings, and social activities.
• Support onboarding and offboarding processes in collaboration with HR.
• Maintain office policies, procedures, and health & safety compliance.
• Provide ad hoc support to other leadership team members as needed.

General Administration

• Assist with budget tracking and invoice processing for office-related expenses.
• Maintain accurate records and filing systems (both digital and physical).
• Support special projects and company initiatives, often working with cross-functional teams.

Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, or Office Manager (experience supporting C-suite executives preferred).
• Strong organisational and time management skills, with the ability to prioritise effectively.
• Excellent written and verbal communication skills.
• High level of discretion and confidentiality.
• Strong problem-solving skills and ability to work independently.
• Proficiency with MS Office, Google Workspace, and virtual meeting platforms.
• Experience in a startup or fast-paced environment is highly desirable.

Additional Information

• Salary Range: $90,000-$100,000 + 10% variable bonus
• Flexible paid time off, including sick and holiday
• Medical, dental, & vision insurance
• 401K with Company contribution
• Flexible spending accounts
• Life insurance and disability benefits
• Tuition assistance
• Community involvement and volunteering events

We embrace flexibility and hybrid work opportunities to support diverse needs and lifestyles, while also valuing inclusive workplace experiences. By fostering a sense of community, we drive innovation, strengthen connections, and nurture belonging. Our commitment ensures you can work in a way that suits you best, while also engaging with colleagues to share ideas and build meaningful relationships.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. VEVRAA Federal Contractor, Equal Opportunity Employer