Executive Assistant

Arc Institute•Palo Alto, CA

1d•$105,250 - $148,000•Hybrid

About The Position

Arc Institute is seeking an Executive Assistant to support its Chief Science Officer and Chief Technology Officer. This role involves managing complex calendars, coordinating travel, planning offsites and events, and acting as a trusted partner to senior leaders. The position offers high visibility and the opportunity to build a strong partnership with executives, managing multiple priorities across two distinct teams. The ideal candidate will possess strong interpersonal skills, intuition for priorities, responsiveness, and attention to detail.

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.
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.
Coordinate all logistics for work-related travel for both executives, including flights, hotels, and itineraries.
Own the planning and execution of Tech Center offsites and recurring team events, partnering with the Science Program Manager on agenda and content, and owning venue selection, catering, and day-of logistics.
Partner with the Science Program Manager on Tech Center recurring team social events and 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.