Executive Assistant

Arc Institute•Palo Alto, CA

6d•Hybrid

About The Position

We are looking for an Executive Assistant to support both our Chief Science Officer and Chief Technology Officer, two of our most senior leaders at Arc Institute, who together oversee the efforts of about 100 scientists, engineers, and researchers – and collaborate with many more across the Institute and beyond. This person will manage active calendars, help run team offsites and events across both organizations, and act as a trusted partner who understands the pace and priorities of each leader. This is a high visibility role for someone who enjoys managing multiple priorities across two distinct teams and wants to build a real partnership with the executives they support.

Requirements

Bachelor’s degree and a minimum of 5 years of experience
Administrative experience supporting a C-suite or senior executive at a company or large organization (this is not a personal assistant role supporting an individual)
Experience managing calendars and schedules for an executive with a high volume of meetings
Able to be onsite a minimum of 3 days per week at our Palo Alto office, with additional time onsite expected during offsites, events, and other high activity weeks
Adept at handling confidential and sensitive information with care, thoughtfulness and discretion.
Open to learning and adopting new organizational tools as needed, including Asana and AI tools such as Claude
Comfortable operating with ambiguity and occasional urgency, and able to stay steady when plans change quickly
Proficient with standard office and organizational software (e.g. Google Suite)

Nice To Haves

Experience supporting two or more leaders at the same time
Experience in a fast paced startup environment or a large, complex organization
Curiosity about science or research (a science background is not required)
Experience planning and running offsites, team events, or conferences from start to finish

Responsibilities

Manage complex, overlapping calendars for two executives, using judgment to protect their time, resolve conflicts, and anticipate scheduling issues before they become problems
Coordinate all logistics for work related travel for both executives, including flights, hotels, and itineraries (personal calendars and personal travel are not part of this role)
Own the planning and execution of Tech Center offsites and recurring team events, partnering with the Science Program Manager and other stakeholders on agenda and content while owning venue selection, catering, and day of logistics
Partner with the Science Program Manager on Tech Center recurring team social events, all hands meetings, including coordinating pre-reads and related communications
Identify and take on cleanly scoped projects that reduce the load on the broader team, such as reorganizing shared documentation
Communicate directly, and on behalf of both executives, with internal teams, external partners, and scientific staff
Balance competing needs and rhythms across two teams of different sizes and seniority, adjusting as priorities shift week to week