Executive Assistant

Who we are:

At Twelve Labs, we are pioneering the development of cutting-edge multimodal foundation models that have the ability to comprehend videos just like humans do. Our models have redefined the standards in video-language modeling, empowering us with more intuitive and far-reaching capabilities, and fundamentally transforming the way we interact with and analyze various forms of media.

With a remarkable $107 million in Seed and Series A funding, our company is backed by top-tier venture capital firms such as NVIDIA's NVentures, NEA, Radical Ventures, and Index Ventures, and prominent AI visionaries and founders such as Fei-Fei Li, Silvio Savarese, Alexandr Wang, and more. Headquartered in San Francisco, with an influential APAC presence in Seoul, our global footprint underscores our commitment to driving worldwide innovation.

We are a global company that values the uniqueness of each person's journey. It is the differences in our cultural, educational, and life experiences that allow us to constantly challenge the status quo. We are looking for individuals who are motivated by our mission and eager to make an impact as we push the bounds of technology to transform the world. Join us as we revolutionize video understanding and multimodal AI.

About the role

We are seeking an exceptional Executive Assistant to support our Executive Staff during this pivotal growth phase. This role is critical to ensuring that leadership's time and energy are optimally focused on the company's strategic priorities. The ideal candidate will be highly organized, proactive, and discreet, with outstanding communication skills and the ability to anticipate needs before they arise.

As the Executive Assistant to the Executive Staff, you will manage complex calendars, coordinate high-stakes meetings, handle sensitive information, and serve as a trusted liaison between leadership and internal/external stakeholders. You will play an essential role in maximizing the effectiveness of the executive team by creating systems and workflows that enable them to focus on driving the company through its next stage of growth.

Key Responsibilities

Calendar and Schedule Management

• Proactively manage complex and dynamic calendars for Executive Staff
• Prioritize meeting requests and optimize schedules to align with strategic priorities
• Coordinate internal and external meetings, including board meetings, investor calls, and key team sessions
• Arrange domestic and international travel, including detailed itineraries, accommodations, and logistics

Communications Management

• Triage and manage email communications, ensuring high-priority items receive timely attention
• Draft correspondence, presentations, and other materials on behalf of the Executive Staff
• Serve as the primary point of contact for Executive Staff with internal teams, investors, partners, and other stakeholders

On-Site Office Management

• Manage relationships with on-site vendors, including snack and beverage providers, cleaning services, and other office suppliers
• Ensure office supplies, equipment, and amenities are stocked and maintained
• Coordinate on-site meetings and events, including logistics, catering, and space setup
• Serve as the point of contact for office-related needs, troubleshooting issues as they arise
• Assist with visitor coordination, ensuring a seamless experience for guests, partners, and stakeholders

Administrative Support

• Manage expense reporting and reimbursement processes for Executive Staff, ensuring accuracy and compliance
• Conduct research and compile data to support strategic decision-making and executive initiatives
• Assist with special projects, including data analysis, report preparation, and presentation development
• Anticipate the needs of Executive Staff and proactively prepare materials for meetings and discussions
• Provide input on prioritization and time management to optimize leadership efficiency

You may be a good fit if you have

• 3+ years of experience as an Executive Assistant, preferably supporting C-level executives in a fast-paced technology company
• Exceptional organizational skills with meticulous attention to detail
• Proactive mindset-anticipates needs, identifies potential challenges, and solves problems before they arise
• Outstanding written and verbal communication abilities
• Willingness to take on any task, big or small, to support the team and ensure smooth operations
• Proficiency with Google Workspace, Microsoft Office, scheduling tools, and project management software
• Ability to handle confidential information with absolute discretion and professionalism
• Excellent judgment and problem-solving skills
• Flexibility to adapt to changing priorities and work outside of standard business hours when necessary
• Strong ability to assess business priorities and strategically prioritize tasks that have the highest impact

Preferred Qualifications

• Experience coordinating board meetings and investor communications
• Knowledge of international business practices and cross-cultural communication
• Understanding of basic financial concepts and business operations
• Experience with tools like Notion, Slack, and Linear
• Bonus Points: Bilingual Korean Speaker, Familiarity with the AI/ML industry and its ecosystem

Even if there are a few checkboxes that aren't ticked through your prior experience, we still encourage you to apply! If you are a 0-to-1 achiever, a ferocious learner, and a kind and fun team player who motivates others, you will find a home at Twelve Labs.

We welcome applicants from all walks of life and are committed to equal-opportunity employment. We cherish and celebrate diversity not just because it is the right thing to do, but because it makes our company much stronger.

Benefits and Perks

• An open and inclusive culture and work environment.
• Work closely with a collaborative, mission-driven team on cutting-edge AI technology.
• Extremely flexible PTO and parental leave policy. Office closed the week of Christmas and New Year's.