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Executive Assistant - Santa Rosa, CA - Bond Partners
Description
Executive Personal Assistant 60% Executive Support• 40% Personal & Family Support
San Francisco, CA | In-Person | Full-Time
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.
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 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.
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
Run light contract review read NDAs and agreements for anything unusual before routing to Zac or General Counsel
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
Support compliance training logistics and internal documentation as needed
PERSONAL & HOUSEHOLD SUPPORT
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
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
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
~ Discreet and trustworthy this person will have access to the family home, financial accounts, and sensitive business information
~ 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; San Francisco-based or willing to relocate
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
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.
Health, dental, and vision benefits
Equity consideration for the right candidate
Potential upside: evolve into a personal training arrangement (compensated separately, 3x/week)
Work alongside one of SF's most interesting founders at a category-defining, venture-backed startup
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