Executive Assistant

About the role:

Atomic Machines is looking for a full-time Executive Assistant to support our leadership team from our Santa Clara office five days a week. Youll be the operational backbone behind our executives - managing calendars travel meetings expenses and projects freeing them to focus on their highest-impact work. Were looking for someone proactive trustworthy and hyper-organized who thrives in a fast-moving startup environment. If thats you wed love to hear from you.

What youll do:

As an Executive Assistant you will serve as a trusted partner supporting senior leaders by managing day-to-day operations and ensuring their time and priorities are aligned with the highest-impact work.

• Proactively manage executives schedules priorities and incoming requests exercising strong judgment to protect their time and focus.
• Coordinate all calendar scheduling travel arrangements and related logistics.
• Serve as a liaison between executives internal teams and external partners to ensure clear and timely communication.
• Represent executives in meetings and communications acting with professionalism sound judgment and a deep understanding of their priorities.
• Draft proofread and send communications on behalf of executives maintaining their voice and a high standard of professionalism.
• Prepare and organize documents presentations and materials for meetings and key initiatives.
• Support executives on special projects coordinating across teams and tracking progress against deadlines.
• Track reconcile and submit expense reports accurately and on time.
• Plan and execute team offsites executive events and internal gatherings.
• Greet and host guests partners and candidates reflecting Atomic Machines culture and professionalism.
• Handle employee scheduling requests with a high degree of customer service fostering a productive inclusive and engaging environment.
• Handle sensitive and confidential information with the utmost discretion at all times.

What youll need:

• 5 years supporting multiple C-suite or senior executives in a fast-paced high-growth environment.
• Polished presence and professional demeanor you represent the Executive team with care in every interaction written or in-person.
• Exceptional organizational skills and attention to detail you track the details without losing sight of the bigger picture.
• Outstanding judgment and discretion you handle sensitive information with the highest level of confidentiality.
• Strong written and verbal communication skills.
• Comfortable working cross-functionally and independently.
• Calm and confident under pressure with the ability to manage shifting priorities and resolve conflicts proactively.
• Resourceful problem-solver with a no task too big or too small mindset.
• Natural relationship-builder who earns trust quickly with executives partners and peers.
• Proficient in Google Workspace and comfortable picking up new tools quickly.
• Bachelors degree preferred.

Salary Range

$140000 - $200000 USD