Executive Assistant

About Adaptive ML

Adaptive ML is a frontier AI startup building a Reinforcement Learning Operations (RLOps) platform that enables enterprises to specialize and deploy LLMs into production with measurable impact.

We provide the core infrastructure to tune, evaluate, and serve specialized models at scale — pioneering task-specific LLM development and running production-ready workflows that serve millions of requests while optimizing for cost and performance across distributed systems.

Our tightly-knit team was previously involved in the creation of state-of-the-art open-access large language models. We raised a $20M seed led by Index Ventures and ICONIQ in early 2024, and we’re already live in production with customers including Manulife, AT&T, Deloitte, across travel and financial services — with much more to be announced soon.

About the role

We are looking for our first Executive Assistant, a highly organized, proactive, and fast-moving professional to support our Chief Executive Officer (CEO) and ensure operational excellence across time zones.

This role requires exceptional communication skills, strong prioritization, and the ability to operate with professionalism and discretion in a global, fast-paced environment. The CEO is based in the U.S. and travels frequently to Paris and other global locations, requiring strong coordination across multiple time zones.

Note: This role is focused on operational and executive support. It is not a Chief of Staff or strategic leadership position.

Your Responsibilities

Executive Support & Communication

• Manage complex calendars across multiple time zones, including meetings, travel logistics, and coordination with internal and external stakeholders;

• Prepare briefing materials, presentations, agendas, and follow-up notes for leadership meetings;

• Serve as the primary point of contact for CEO communications that require prioritization and clear response workflows.

Finance, Payroll & Operational Support

• Own payroll execution and coordination with external providers, ensuring accuracy, timeliness, and clean records;

• Liaise with accountants, payroll services, and operational tools to sustain financial and administrative discipline;

• Support operations to maintain employee records, benefits coordination, and documentation workflows.

People & Administrative Operations

• Manage onboarding and offboarding processes end-to-end, including contracts and employee documentation;

• Organize office logistics, events, and offsite planning;

• Track recurring operational tasks and deadlines across finance, HR, and administrative domains.

Your (ideal) background

We value signal, judgment, and mindset over perfect resumes. Strong candidates typically bring:

• Proven experience as an Executive Assistant supporting C-level leaders, ideally in fast-growing tech or consulting environments;

• Exceptional communication skills in English (mandatory);

• Comfortable managing shifting priorities and multiple time zones in a fast-paced, high-ambiguity environment;

• Highly organized, detail-oriented, and able to anticipate needs before they arise;

• Strong mastery of Google Suite and/or Microsoft Office; experience with productivity tools (Notion, Slack, CRM) is a plus;

• Proactive problem solver with a positive, can-do attitude and strong ownership mindset;

• Thrives in a startup environment where impact is immediate and execution is valued.

Benefits

• Comprehensive medical (health, dental, and vision) insurance;

• 401(k) plan with 4% matching (or equivalent);

• Unlimited PTO — we strongly encourage at least 5 weeks each year;

• Mental health, wellness, and personal development stipend.