Executive Assistant

Institute of Foundation Models•Sunnyvale, CA

About The Position

The Executive Assistant serves as the strategic gatekeeper and day-to-day support to the Lab Director at the Institute of Foundation Models. The role optimizes executive bandwidth and supports the Director’s focus on technical breakthroughs, model launches, and talent acquisition. It coordinates operations across research hubs in the US, Paris, and the UAE, with particular attention to cross-border workflows and international time zones. The position provides high-level executive support, manages complex calendars and communications, coordinates travel and logistics, and organizes leadership meetings and stakeholder engagements. It also drafts correspondence and executive materials, handles confidential information, and acts as an operational liaison between the Director and UAE-based colleagues and stakeholders.

Requirements

Bachelor’s degree in Business Administration, Communications, Science, or a related field preferred, or an equivalent combination of education and professional experience.
A minimum of 8–10 years of dedicated executive support experience partnering with C-suite executives, senior leaders, founders, or high-level academic or scientific lab directors in a fast-paced, high-stakes environment.
Experience managing complex international schedules, cross-border workflows, and communications across multiple time zones, specifically including coordination with UAE-based teams and stakeholders.
Demonstrated ability in proactive calendar management, rigorous gatekeeping, and confidential information handling with discretion and emotional intelligence.
Exceptional interpersonal and communication skills, a zero-error mindset, resilience under pressure, and the ability to work independently as a proactive problem solver.
Proficiency with Microsoft Office, advanced calendar management software, Slack, global virtual meeting ecosystems, and tracking platforms.

Nice To Haves

Background, familiarity, or experience in scientific research, an academic laboratory, technology, or advanced modeling.
Experience navigating cross-cultural dynamics and building professional relationships in Middle Eastern or UAE business or institutional settings.
Demonstrated ability to track action items and independently drive leadership-driven administrative and operational workflows to completion.
Fluency in English and Mandarin.

Responsibilities

Serve as the primary operational anchor and trusted gatekeeper for the Lab Director, managing communications with internal teams, external partners, and key stakeholders.
Anticipate needs and resolve operational roadblocks to protect the Director’s time for high-priority scientific and leadership goals.
Manage a fast-moving executive calendar, proactively resolve conflicts across time zones, coordinate with the UAE team, and prepare the Director for meetings and commitments.
Act as a point of contact and operational bridge between the Lab Director and UAE-based team members and stakeholders; facilitate communication and align cross-border workflows.
Coordinate complex domestic and international, multi-destination travel itineraries, including travel to and from the UAE, agendas, logistics, and contingencies.
Plan and execute leadership meetings, lab-wide gatherings, and strategic syncs across international schedules.
Draft meeting agendas, compile briefing packets, and capture action items and follow-ups.
Filter and triage incoming requests with diplomacy and discretion.
Draft correspondence, status reports, executive summaries, and memos on behalf of the Director while maintaining confidentiality.
Track action items and drive leadership-related administrative and operational workflows to completion.