Executive Administrative Assistant

Applied Materials • Santa Clara, CA

6d • Onsite

About The Position

We are looking for a sharp, proactive Executive Administrative Assistant to support a VP/Executive leader in a global, high-velocity AI/ML-driven organization. This is not a reactive role — you will be two steps ahead, anticipating needs before they are voiced, keeping recurring leadership cadences and cross-functional initiatives on track, and acting as a trusted liaison to internal leaders, external technology partners, and vendors. You will use AI tools to work smarter and serve as connective tissue across globally distributed teams and time zones.

Requirements

• 5+ years supporting senior executives in fast-paced, global corporate environments
• Hands-on daily use of AI productivity tools (Claude, Copilot, ChatGPT, Notion AI, etc.) — not just awareness
• Expert proficiency in Microsoft 365: Outlook, Teams, Excel, PowerPoint, Word
• Exceptional written and verbal communication — clear, concise, professional
• High EQ: reads the room, adapts to shifting priorities, builds trust at every level
• Absolute discretion with confidential information
• Strong organizational skills with meticulous follow-through
• Calm under pressure; energized by ambiguity and rapid change
• Quick to adapt in a malleable, fast-paced organization where priorities, structures, and ways of working evolve constantly
• Embraces every challenge as an opportunity to grow and contribute
• Prioritization & sound judgment — knows what matters most and acts accordingly
• Proactive problem-solving — does not wait to be asked
• Strong communication — can represent leadership in writing and in rooms
• Discretion & confidentiality — handles sensitive information without exception
• Tech-savvy — comfortable adopting new tools quickly, including AI platforms
• High organizational ability — nothing falls through the cracks

Nice To Haves

• Experience supporting tech or AI/ML organizations strongly preferred
• You have built AI-powered workflows that tangibly saved time for you or your team
• You have experience coordinating across globally distributed teams
• You have supported leaders through fast-moving org changes, program launches, or high-growth phases
• You treat 'that's not my job' as a phrase that does not exist in your vocabulary

Responsibilities

• Own complex, multi-time zone calendar management — prioritizing and resolving conflicts without hand-holding
• Prioritize meeting requests based on business impact and executive bandwidth
• Coordinate leadership meetings, staff meetings, and offsite end-to-end
• Support leadership forums and recurring executive staff meeting cadences, ensuring continuity and follow-through
• Coordinate with other Executive Admins to align schedules, resolve conflicts, and ensure seamless planning across leadership teams
• Manage recurring leadership cadences — 1:1s, bi-weekly and monthly staff syncs scheduled out across the fiscal year — and proactively rebook them when priorities, travel, or availability shift
• Triage the day’s schedule each morning and, when the executive is traveling or out, clear and reschedule meetings and notify the affected owners
• Serve as the primary point of contact for internal and external stakeholders
• Screen emails, draft responses, and escalate critical items with good judgment
• Ensure executives are always prepared — right context, right materials, right time
• Draft and send correspondence on the executive’s behalf and relay timely updates to internal and external stakeholders
• Check in proactively with the executive and surrounding leaders to confirm attendance, logistics, and next steps
• Prepare agendas, presentations, and briefing documents
• Capture action items and drive follow-up with stakeholders across org boundaries
• Coordinate large meetings, leadership reviews, governance sessions, and company events
• Register the executive for industry conferences, executive forums, and external events, and manage confirmations and logistics
• Coordinate executive site visits and partner briefings end-to-end — agendas, attendees, room, and catering logistics
• Track key action items, deliverables, and deadlines across cross-functional AI/ML initiatives
• Support core business cadence — QBRs, All Hands, governance reviews, and stakeholder updates
• Help produce reporting, dashboards, or status summaries as needed
• Ensure readiness for all governance, review, and stakeholder touchpoints
• Arrange domestic and international travel itineraries
• Manage expense reports and ensure compliance with company policy
• Manage scheduling around extended domestic and international travel, holding and rebooking meetings around travel windows
• Arrange on-site hospitality and logistics, including meeting catering and business-meal reservations
• Work cross-functionally across teams, leaders, and vendors
• Facilitate communication and alignment across org and geographic boundaries
• Help track and coordinate action items arising from cross-functional AI/ML programs
• Serve as the scheduling liaison with external technology partners and vendors (including AI/ML ecosystem partners) to set up intro calls, recurring syncs, and executive briefings across time zones
• Partner with fellow Executive Admins and stakeholders’ teams to align availability and confirm cross-organization meetings

Benefits

• Supportive work culture that encourages you to learn, develop, and grow your career
• Programs and support that encourage personal and professional growth and care for you at work, at home, or wherever you may go
• Comprehensive benefits package
• Participation in a bonus and a stock award program, as applicable

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed