Executive Assistant

EUV Tech•Martinez, CA

2d•$100,000 - $120,000•Onsite

About The Position

The Executive Assistant (EA) will be onsite, performing a broad range of complex and diverse administrative tasks for the CEO, COO and CTO. The EA will plan, organize, and oversee the day-to-day activities of the executives, relieving the executive of administrative detail, and acting as the primary liaison and first point of contact representing the executive. This position has significant external contacts at all levels and requires an advanced level of tact, hospitality, confidentiality, and discretion. The EA will manage the CEO, COO and CTO’s calendars, arrange travel, coordinate meetings and conference logistics, and other key administrative needs. The position will also serve as a backup to the Office Administrative Assistant(s) as needed. The EA will apply advanced knowledge and skills in administrative functions and exercise discretion and sound judgment while adhering to professional standards and EUV Tech’s policies and procedures.

Requirements

BA/BS degree and/or a 5+ years of relevant operational, program management, or administrative experience.
Demonstrated extensive high-level administrative experience supporting executive level individuals.
Demonstrated experience in successfully managing logistical arrangements for meetings and events.
Proven success in working collaboratively across teams and/or departments at all levels to secure and coordinate needed support and services.
Excellent verbal and written communication skills, including editing and proofreading.
Excellent planning and organizational skills; superb attention to detail.
High level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
Demonstrated problem-solving ability.
Ability to multitask, adapt to changing priorities and meet deadlines; must be able to work independently in a busy environment with numerous interruptions.
Advanced proficiency of Google Workspace, Microsoft365, and virtual collaboration platforms such as Zoom.
Expertise in administrative systems and business practices.
Ability to design, build, and manage spreadsheets to accurately track and manage data.
Excellent time-management and task-management skills; ability to work effectively and stay focused in an environment with a variety of interruptions and distractions.
Strong interpersonal skills, with the ability to establish and maintain cooperative working relationships across multi-functional groups; ability to proactively anticipate needs and actively listen.

Nice To Haves

Experience working with scientific/engineering/technical staff in a diverse work environment
Experience in coordinating virtual conferences or workshops

Responsibilities

Serves as the primary point of contact for the executives, independently managing access to their time and ensuring they meet their responsibilities and deliverables in an organized fashion, based on an in-depth understanding of their priorities and role.
Coordinates the executive's activities, including complex calendar management, travel arrangements and associated logistics.
Manages executive support services, including purchasing, shipping, and scheduling, while planning and overseeing all logistical aspects of complex meetings and workshops, coordinating with internal and external stakeholders as needed.
Under limited supervision, establishes priorities and manages multiple projects to completion amid frequently shifting demands.
Anticipates and tracks key dates, events, and associated action items; follows up with appropriate parties on behalf of the executives to ensure deadlines are met.
Manages and reconciles executives' expense reports; works closely with Finance to track spending and ensure appropriate reporting.
Assists in coordinating agendas for executive team meetings, board meetings, and off-sites, and provides backup administrative support for all-staff meetings.
Coordinates visitor and guest logistics, including site access and travel, ensuring not only efficiency but also an elevated, hospitality‑focused experience that exceeds expectations.
Assists with reference list preparation for scientific and technical publications, including citation formatting and ensuring consistency prior to submission.
Willingness to work outside of normal business hours, if needed.
Other duties as assigned.