Job Description

Executive Personal Assistant

60% Executive Support • 40% Personal & Family Support

San Francisco, CA | In-Person | Full-Time

About the Company

Meanwhile is the world's first licensed and regulated Bitcoin life insurance company, founded in 2022 by Zac Townsend and Max Gasner. Operating entirely in Bitcoin from premiums to claims. Meanwhile is on a mission to democratize access to financial protection for a new generation of policyholders. The company has raised over $80M from investors and is building the infrastructure for life insurance in the digital economy.

About the Role

Zac is seeking his first-ever dedicated Executive Personal Assistant, someone who will sit in-office daily and serve as his operational right hand across both his professional and personal life. This is a highly dynamic, judgment-intensive role for someone who thrives in ambiguity, takes full ownership, and moves fast without cutting corners.

The company has scaled from 5 to 24 people, is navigating a major growth phase, and the CEO's time is at a premium. The EPA will be the connective tissue between Zac's work calendar, his home, and the people who depend on him including his team, his wife, and their two young children.

This role is for someone who takes deep pride in execution, anticipates needs, and finds satisfaction in making a founder's life seamlessly functional.

Key Responsibilities

EXECUTIVE & OFFICE SUPPORT

• Own and manage Zac's calendar end-to-end, syncing professional commitments with personal obligations and stakeholder availability (including his wife's schedule)
• Triage Zac's inbox (Superhuman), draft responses, create templates, and escalate only when necessary
• Act as the team-facing point of contact in Slack collect action items owed to Zac, track deliverables, and produce a daily/weekly digest
• Prepare meeting briefs, talking points, pre-reads, and post-meeting follow-ups
• Run light contract review read NDAs and agreements for anything unusual before routing to Zac or General Counsel
• Plan and coordinate quarterly offsites: 2 in SF, 1 in NY, and 1 international destination per year including hotels, travel, agendas, and team logistics
• Handle office management: pantry stocking, equipment inventory, building communications, furniture orders, and vendor coordination
• Support light HR administration: run bi-weekly payroll in Rippling, obtain state tax IDs for new remote hires, complete employment verifications, and onboard new employees into company systems
• Manage vendor documentation internally track and maintain the company's vendor review workflow and records
• Research trip logistics (e.g., who Zac should meet with in NY) listen actively, ask smart questions, and pull in relevant team members
• Support compliance training logistics and internal documentation as needed

PERSONAL & HOUSEHOLD SUPPORT

• Manage and coordinate vendor relationships for the Balboa Terrace residence.
• Manage both vehicles: service appointments, registration, insurance, and roadside issues
• Oversee the SF rental property: coordinate repairs, communicate with tenants, manage contractors
• Assist with ongoing personal errands, travel bookings, family events etc. 
• Keep personal finances organized: manage credit cards to the right accounts, track receipts, and liaise with Zac's accountant when needed
• Coordinate and maintain kids’ home school tutor’s schedules
• Source and book tickets for family activities (ski team, events, travel) without overstepping wife's ownership of trip planning

What Success Looks Like

• Zac's work calendar and personal calendar are fully in sync nothing falls through the cracks
• The office runs smoothly: snacks are stocked, equipment is ready, and team admin is off Zac's plate
• Household vendors are managed proactively Zac and his wife never have to chase anyone
• His wife notices that her own mental load has decreased
• Action items owed to Zac are tracked and followed up without him asking
• Zac is prepared for every meeting and every trip, without having to over-explain
• This person has become a trusted, discreet, indispensable partner

Ideal Candidate

• 5-8+ years of EA/PA experience supporting a founder, CEO, or high-net-worth individual in a fast-moving environment
• Background in a regulated industry (fintech, financial services, legal, or similar) is a strong plus Meanwhile operates in a compliance-heavy environment
• Exceptionally organized with strong calendar management instincts across both professional and personal domains
• High EQ and situational awareness knows when to act independently, when to ask, and when to quietly involve a spouse or third party
• Low ego, hands-on, and proud of excellent execution at every level
• Discreet and trustworthy this person will have access to the family home, financial accounts, and sensitive business information
• Strong written communicator; able to draft in Zac's voice for contracts, internal Slack messages, and vendor communications
• Comfortable being present on-site (office or home) when needed; valid driver's license required
• San Francisco-based or willing to relocate

TECHNICAL PROFICIENCY

• Slack, Asana, Superhuman, Rippling (or similar HRIS)
• Google Workspace (Docs, Sheets, Calendar), macOS, Apple devices
• Claude / ChatGPT comfort with AI tools for research and drafting
• Nice to have: familiarity with regulated financial or compliance workflows

Work Style & Expectations

Zac's day typically runs 8am–4pm in the SF office at 44 Montgomery St, with calls starting at 8am. He is offline from 5–7pm for family time, then back online from 7–10pm. He will send Slacks and emails outside of hours responses are expected during core hours (8am–4pm) unless it's an urgent matter. He is also open to one work-from-home day per week for the right candidate.

The expectation is in-person presence whenever Zac is in the office, and continued on-site work at the office or home on days he is traveling or remote.

Compensation & Benefits

• Salary: $180,000–$280,000 depending on experience
• Health, dental, and vision benefits
• Equity consideration for the right candidate
• Work alongside one of SF's most interesting founders at a category-defining, venture-backed startup

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