Executive Coordinator - Dynamic Startup Environment

About Maneva

Maneva, a startup founded by an ex-Google Deepmind researcher, is an AI service provider revolutionizing manufacturing operations with cutting-edge AI solutions for autonomous factory operation and optimization. Our solution generates AI-powered actions and insights using off-the-shelf hardware or existing vision systems for real-impact manufacturing problems in products and equipment inspection, production efficiency, safety, and more.

About the Role

Maneva is seeking a highly organized, resourceful, and proactive Executive Coordinator to support our CEO and leadership team while ensuring smooth operations across the company. This is a high-impact role at the heart of a fast-moving AI startup, offering visibility into executive decision-making and company growth. The ideal candidate is detail-oriented, thrives in fast-paced environments, and is excited to help scale a mission-driven organization.

You’ll be a trusted partner to leadership—owning calendar management, travel logistics, internal coordination, and communication. You’ll also support special projects and help shape internal processes as we grow.

Who You Are

• Exceptionally organized and able to manage competing priorities without missing a beat
• Proactive and self-directed—you anticipate needs before they arise
• Discreet and trustworthy with access to confidential information
• Energized by startup life, ambiguity, and building things from scratch
• A clear, concise communicator who brings calm and structure to busy teams

Requirements

Key Responsibilities

1. Leadership Support

• Own complex calendar management for the CEO and leadership team
• Schedule meetings with internal teams, investors, and customers across time zones
• Coordinate agendas, take notes, and follow up on action items
• Monitor email and internal threads to surface key priorities and blockers

2. Travel & Logistics

• Plan and book domestic/international travel (flights, hotels, transport)
• Prepare detailed itineraries and troubleshoot any travel issues
• Track travel expenses and manage timely submission of receipts and reports

3. Operational & Administrative Coordination

• Support internal planning sessions, team offsites, and cross-functional meetings
• Maintain internal documentation, vendor records, and basic contract tracking
• Ensure timely alignment across teams by driving follow-ups on key initiatives

4. Special Projects & Ad Hoc Support

• Conduct research (e.g., vendors, venues, partnerships) to support leadership decisions
• Assist with light presentation creation and internal communications
• Jump into short-term coordination projects across operations or deployments as needed

Qualifications

• 4+ years of experience in an Assistant/Operations role
• Experience supporting a founder or C-level executive (preferred in a startup)
• Proficient with MS365, Teams, and calendar tools (e.g., Outlook, Google Calendar)
• Bonus: Experience with travel booking, project coordination, or working with technical teams

Benefits

Why Join Us?

• Opportunity to work with cutting-edge AI technology in manufacturing.
• Professional growth opportunities
• Flexible, remote work with local travel for company engagements.

Important Notice: Protecting Your Personal Information

We are committed to ensuring the security and privacy of all applicants. Please be aware that our company will never ask for sensitive personal information, via email, phone call or text message. We also do not require payment from applicants for any part of the hiring process.

If you are contacted by someone claiming to represent our company and asking for such information, please do not respond. Instead, report the incident to us immediately at IT-Security@Maneva.ai.