Administrative Business Operations

About Exa

We raised a $250M Series C to build the search engine for AIs. Led by a16z, with existing investors Benchmark, Lightspeed, and YC doubling down, the round brings Exa's valuation to $2.2 billion. Read more

Exa is building a search engine for the AI era. Our Search API currently powers Agents, Fortune 500s and AI labs as we transform an industry that hasn’t been disrupted since the 90s. We're a largely SF-based team of ~100 from Harvard, MIT, Meta, Google Research, ex-founders & dropouts alike.

We are rapidly building the most intelligent search engine in history. We’re high agency, low-ego, and united by the feeling that this is one of the last problems worth getting right.

We're looking for an in-person Administrative Business Operations lead to be the operational support for key executive-led initiatives from our San Francisco office.

About the Role

This role sits at the intersection of executive support and operations. You'll carry deep context across the company — leadership trusts you to parse what matters, drive things forward, and make good calls with limited oversight.

If you've ever wanted a role that combines the intensity of a Chief of Staff with the hands-on ownership of running a high-growth startup's operations, this is it.

What You'll Do

• Operate as an extension of leadership — maintain deep context across GTM, product, and company strategy. Be a sounding board, a forcing function for clarity, and someone who makes sure important things don't stall

• Triage and prioritize across the C-suite — parse what's urgent, surface what needs attention, handle what you can directly, and bring structure to the chaos

• Support GTM operations — help optimize sales processes, maintain CRM hygiene, build dashboards, track KPIs, and provide insights to leadership

• Coordinate cross-functional projects — lead initiatives that span sales, marketing, recruiting, workplace, culture, and product when they need someone to drive them

• Support recruiting initiatives — coordinate long-courting logistics, manage scheduling for key hires, and ensure a seamless onsite experience

• Drive process improvement — you see broken workflows and fix them. You build systems that scale, not just ones that work today

• Handle the unexpected — urgent, ambiguous, important things come up constantly. You care deeply about the company and make yourself available when it matters

Who You Are

• 3+ years of experience as an operator in a high-trust role — ideally at a high-growth startup or in consulting/banking/VC

• You're intense and organized — you can derive clarity from dozens of simultaneous workstreams, prioritize effectively, and execute with little oversight

• Excellent communicator who can engage with leadership, enterprise customers, investors, and cross-functional partners

• Low ego, high agency — you do whatever needs doing and you don't wait to be asked - no task is too big or too small.

• Strong judgment and discretion with sensitive information

• Comfortable with modern tools and AI — you look for ways to automate and move faster

• Understanding of enterprise software and AI/ML market dynamics is a plus

• Based in or able to relocate/commute to San Francisco

This is a full-time, in-person role in San Francisco. In addition to premium healthcare benefits (medical, dental, vision), we also offer fertility benefits and a monthly wellness stipend to all of our employees.