Executive Operations Assistant

Location: Menlo Park, CA (On-site)
Employment Type: Full-Time
Compensation: Competitive salary + equity

About Glade.ai

Glade.ai is building the future of AI-powered automation for service businesses — transforming how law firms, insurance companies, and professional service providers operate. With thousands of users and a rapidly expanding U.S. presence, we’re scaling fast — and we need exceptional operational support to match that momentum.

The Opportunity

We’re looking for an Executive Operations Assistant to serve as the backbone of Glade’s day-to-day operations. This is a dynamic, high-visibility role ideal for someone who thrives in a fast-paced startup environment and enjoys handling a broad range of responsibilities — from financial operations and event planning to executive support and cross-team coordination.

You’ll work closely with the CEO and leadership team to ensure Glade runs smoothly as we scale, helping build the systems, processes, and structure that support our next phase of growth.

What You’ll Do

💼 Financial & Operational Excellence

• Ensure payroll runs accurately and on time every month.

• Process company expenses and reimbursements, and manage all credit card activity.

• Build and maintain processes for expense tracking, vendor payments, and operational efficiency.

• Ensure Accounts Receivables are reconciled and in sync every week in QuickBooks.

• Work with the sales teams and the CSMs to ensure all billings are properly accounted for and any unpaid aging AR is addressed with appropriate CSM/Client

🏢 Office & Event Coordination

• Oversee office operations in Menlo Park, ensuring a professional and productive environment.

• Plan and execute in-office customer events, executive meetings, and internal gatherings.

• Own logistics for conferences and industry events — from booth setup and travel coordination to post-event follow-ups.

🗓️ Executive Support

• Manage the CEO’s schedule, travel, and calendar logistics.

• Coordinate cross-functionally with Client Success, Sales, and other teams to ensure key initiatives move forward without delays.

• Serve as a trusted partner to leadership, anticipating needs and proactively solving problems before they arise.

What We’re Looking For

• 3–6 years of experience in operations, executive assistance, or similar roles in a fast-paced company or startup.

• Proven ability to manage payroll, expenses, and financial processes accurately and efficiently.

• Exceptional organizational and multitasking skills with strong attention to detail.

• Excellent communication skills and a proactive, ownership-driven mindset.

• Comfortable interfacing with executives, customers, and partners at all levels.

Why Join Us

• High Impact: Play a central role in Glade’s day-to-day operations and growth.

• Leadership Access: Work directly with the CEO and executive team.

• Career Growth: Gain exposure to many facets of a fast-scaling startup.

• Mission: Help power the AI platform transforming how service businesses operate.