Executive Assistant

Atomic Machines•Emeryville, CA

8h•$90,000 - $125,000•Onsite

About The Position

Atomic Machines is looking for a full-time Executive Assistant to support our executive team with calendar management, travel arrangements, meeting coordination, project management, expense tracking, and strategic planning. This role has a variety of responsibilities, offering something different each day. Based in our office in Emeryville, you will be responsible for managing the schedules and administrative tasks of our team of executives in both of our Emeryville and Santa Clara offices, along with helping support the recruiting team with recruiting coordination and maintaining and improving our candidate experience. It takes a special person to be trustworthy, hyper-organized, and able to creatively solve issues at this fast-paced startup, and we hope you're excited by the challenge!

Requirements

3+ years of administrative support experience, ideally in a fast-paced environment supporting more than one executive.
Proficiency in using various office software and tools, including Google Workspace.
Ability to thrive in an ever-changing environment, handling unexpected tasks and challenges as they arise.
Resourceful, flexible, and adaptable; no task is too big or too small.
Strong written and verbal communication skills and the ability to work independently and/or cross-functionally.
Excellent judgment and impeccable discretion, demonstrating the highest level of confidentiality.
Excellent organizational, interpersonal communication, and team skills.
Ability to adapt quickly to changing priorities, identify conflicts, and proactively suggest resolutions.
Resourceful, detail-oriented, and able to solve complex problems independently.
Self-starter with an approachable “can do” customer service mindset and a positive attitude.
The ability to prioritize tasks and manage time effectively.
Calm, professional, self-confident demeanor with extraordinary attention to detail.
Ability to travel one day a week to our Santa Clara office.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Calendar Management: Manage the executives’ schedules, including arranging meetings, appointments, and travel plans, ensuring that the executive's time is used efficiently and important tasks are prioritized.
Reception: Greet visitors as they arrive on-site and manage all onsite meetings for the CEO (and other executives, as needed). Provide lunches, coffee, and breaks for executives and guests to ensure the day runs smoothly.
Event Planning: Plan and manage all offsites and team-building functions for our executive team and their teams.
Documentation and Record Keeping: Manage the preparation and organization of documents, reports, presentations, and other materials for meetings and presentations.
Logistics Support: Provide general support to the team on all executive-related questions. Handle employee scheduling requests with a high degree of customer service and work to ensure our environment is productive, fun, inclusive and stimulating.
Project Assistance: Support the executives in managing special projects, which could involve coordinating cross-functional teams, tracking progress, and ensuring deadlines are met.
Excellent Judgment: A strategic part of this role is screening calls and visitors and filtering out non-essential matters, ensuring that the executive's time is focused on priority tasks. Your judgment needs to be aligned with our executive team so you can filter based on their priorities.
Recruiting Coordination: Work directly with our recruiting team to support the recruitment and hiring process, ensuring everything runs smoothly and efficiently for our executives and candidates.