ABOUT US
We're building toward a world where every company can become its own AI lab.
Goaly is an early-stage AI startup founded by ex-Meta Superintelligence Labs engineers and researchers who built the Llama Research Platform and led post-training efficiency on Meta's Superintelligence team. Goaly is the autonomous performance layer for AI training: it watches every job across a GPU fleet, catches the runs that are wasting compute, and shows teams what each model improvement actually costs.
Backed by leading AI investors, we're looking for the person who keeps the company running behind the scenes: the one who notices what's missing before anyone else does and fixes it the same day.
ABOUT THE ROLE
You will be our first Executive Assistant, and you will own three things:
1. Run the office. Our team works in person, and the office has to work every day: stocked, fed, clean, secure, and ready for whoever walks in.
2. Draft and manage our routine legal documents. NDAs, offer letters, contractor and vendor agreements: prepared from our templates, sent for signature, tracked, and filed.
3. Own employee onboarding and offboarding. Every new hire is fully set up on day one, and every departure is closed out cleanly.
Around those three, you are the operational backbone for the founders and the business team: scheduling, travel, expenses, and whatever else keeps a small team moving.
You report to the Head of Business & Operations and work daily with the founders, engineering, and the go-to-market team. There is no playbook yet; you write it.
WHAT YOU'LL DO
Run the office
•Own office supplies: track inventory and reorder before anything runs out.
•Run the meals program: lunch and dinner orders, snacks and drinks, dietary needs, and the budget. Food is a core perk here and it never slips.
•Keep the kitchen and common areas clean, stocked, and working.
•Be the point of contact for building and property management: badges and keys, HVAC, cleaning, repairs, parking, and weekend access.
•Handle mail, packages, and shipping and receiving, including hardware and employee equipment.
•Be the front door for candidates, visitors, and customers: onsites kept on schedule, conference rooms set up and working.
•Run on-site logistics for events we host and plan team lunches, offsites, and celebrations.
Draft and manage legal documents
•Prepare first drafts of routine documents from our templates: mutual NDAs, offer letters, confidentiality and invention assignment agreements, contractor and advisor agreements, and vendor forms.
•Fill in the deal-specific details correctly the first time: entity names, signers, dates, addresses, terms.
•Send documents for e-signature, follow up until they are fully executed, and file the signed copies where anyone can find them.
•Keep the contract tracker current: what is out for signature, what has been signed, and what renews or expires when.
•Know where a template ends: flag anything non-standard and route it to the Head of Business & Operations and outside counsel.
•Keep company templates up to date as counsel revises them.
Own onboarding and offboarding
•Run onboarding end to end: offer paperwork and employment eligibility verification, payroll and benefits enrollment with our providers, laptop and peripherals, desk, badge, accounts, and a first-day walkthrough.
•Make the first week feel planned: schedule, introductions, and everything working before the new hire sits down.
•Run offboarding end to end: accounts and badge access revoked on the last day, equipment returned, exit paperwork completed, and final details coordinated with payroll.
•Keep the personnel files, access lists, and asset inventory that our security and compliance program depends on accurate and current.
Support the founders and business team
•Calendars, scheduling, and travel; receipts, expenses, and vendor invoices with our finance partner.
•Ad hoc projects: printing, notarizations, errands, bank and government paperwork.
Write the playbook
•Document how each of these runs (office, documents, onboarding, offboarding) so someone else could keep the lights on if you were out for a week.
•Build the checklists, then fix whatever keeps repeating.
YOU MAY BE A GOOD FIT IF YOU HAVE
Minimum
•2+ years as an executive assistant, office manager, or operations or people-operations coordinator, with real ownership of the work. Startup experience is a plus, not a requirement.
•Precision with documents: you catch the wrong entity name, the missing date, and the unsigned page before anyone else does.
•Strong organization and follow-through: you keep lists, close loops, and nothing you own runs out or goes unsigned.
•Discretion. You will handle offers, compensation, personnel matters, and confidential agreements.
•Warm and professional with everyone, from founders and customers to candidates and delivery drivers.
•Comfort with Google Workspace, Slack, spreadsheets, and e-signature tools, and fluent with AI tools (Claude or similar) for drafting, research, and tracking.
•Able to work five days a week in our Palo Alto office.
Preferred
•Big bonus: prior executive assistant or operations experience at an AI company or AI lab.
•Nice to have: paralegal, legal assistant, or contract administration experience.
•Hands-on experience with onboarding and offboarding: I-9s, payroll and benefits platforms, equipment and account setup.
•Only person doing this job at an early-stage startup (under 50 people).
•Experience with SOC 2 or similar compliance records.
•A notary commission, or willingness to get one.
REASONS NOT TO TAKE THIS JOB
•You want a hybrid or remote job. This one is in the office every day, because the work is in the office.
•You want a defined scope. Here it is "whatever the team needs," and it changes week to week.
•You want to do only executive support. In the same day you will draft an NDA, set up a new hire's laptop, and order the lunch.
REASONS TO TAKE THIS JOB
•You work directly with the founders of one of the most ambitious AI startups in the Bay Area and see how a company is built from the inside.
•You own three functions from zero (workplace, contracts administration, and people operations), with a clear path to leading operations or people as we grow.
•Your work is something everyone on the team feels every day.
HOW WE WORK
Mission first. High agency. Speed with rigor. Flexible scope. Low ego, high standards. Continuous learning.
COMPENSATION
Depending on background, skills, and experience, the expected annual base salary range for this position is $80,000 – $100,000 USD. Depending on experience, offers may also include an equity grant.
LOCATION, SCHEDULE & BENEFITS
•In office in Palo Alto, five days a week.
•Paid time off and paid holidays. Complimentary lunch, dinner, snacks, and drinks.
•Candidates must be authorized to work in the United States.
HOW TO APPLY
Skip the cover letter. Send a resume and a short paragraph on a process you owned end to end (an office, an onboarding program, a contracts workflow) and what you did to make it run well.
A note on qualifications. We value exceptional ability over perfect keyword matches. If the work excites you and you can show you are organized, precise, and relentless about follow-through, we encourage you to apply.
EQUAL OPPORTUNITY
We are an equal opportunity employer. We consider qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable law. We provide reasonable accommodations for candidates who need them during the hiring process.