Executive Assistant to the Founders

About Calvis

Calvis operates as an AI-driven physical security marketplace, revolutionizing traditional security methods by integrating multiple licensed security agencies into a single intelligent network. Their AI Copilot and continuous human Overwatch enable smarter security operations with every shift, serving industries such as warehousing, distribution, manufacturing, retail, and events.

Role Overview

In this role, you will serve as the primary support to the company founders, ensuring efficient management of schedules, communications, and travel plans. Beyond traditional executive assistance, you will actively ensure that action items from meetings are executed, proactively address issues before they arise, and optimize the founders’ time and focus.

Key Responsibilities

• Manage and prioritize the founders' calendars by scheduling, defending time, and balancing competing priorities.
• Oversee inbox and communications by drafting responses, filtering essential messages, and minimizing unnecessary disruptions.
• Coordinate both business and occasional personal travel arrangements including bookings, itinerary preparation, and adjustments as plans evolve.
• Prepare for meetings with agenda creation, briefing documents, follow-up notes, and tracking outstanding tasks with deadlines and responsible persons.
• Drive follow-up processes to convert discussions into actionable and tracked outcomes across the team.
• Organize office functions such as team events, managing visitors, and collaborating with facilities management.
• Assist with light personal tasks for the founders, including managing appointments, making reservations, and running errands.

Qualifications

• Between 3 to 5 or more years of experience supporting founders or C-level executives, preferably in startups or fast-paced settings.
• A highly positive mindset with exceptional ability to bring order to complex and changing environments.
• Exceptional organizational skills combined with meticulous follow-through ensuring nothing is overlooked.
• Demonstrated sound judgment and discretion when handling confidential and personal information.
• Strong writing skills and the ability to communicate effectively in the voice of others.
• Proficient with technology platforms including Google Workspace and Slack, with a quick aptitude for learning new tools.
• Ability to remain calm under pressure, proactive in problem-solving, and comfortable making independent decisions without direct guidance.