Executive Assistant

About the role:

Atomic Machines is looking for a full-time Executive Assistant to support our leadership team from our Santa Clara office, five days a week. You'll be the operational backbone behind our executives -  managing calendars, travel, meetings, expenses, and projects, freeing them to focus on their highest-impact work. We're looking for someone proactive, trustworthy, and hyper-organized who thrives in a fast-moving startup environment. If that's you, we'd love to hear from you.

What you’ll do: 

As an Executive Assistant, you will serve as a trusted partner supporting senior leaders by managing day-to-day operations and ensuring their time and priorities are aligned with the highest-impact work.

• Proactively manage executive’s schedules, priorities, and incoming requests, exercising strong judgment to protect their time and focus.
• Coordinate all calendar scheduling, travel arrangements, and related logistics.
• Serve as a liaison between executives, internal teams, and external partners to ensure clear and timely communication.
• Represent executives in meetings and communications, acting with professionalism, sound judgment, and a deep understanding of their priorities.
• Draft, proofread, and send communications on behalf of executives, maintaining their voice and a high standard of professionalism.
• Prepare and organize documents, presentations, and materials for meetings and key initiatives.
• Support executives on special projects, coordinating across teams and tracking progress against deadlines.
• Track, reconcile, and submit expense reports accurately and on time.
• Plan and execute team offsites, executive events, and internal gatherings.
• Greet and host guests, partners, and candidates, reflecting Atomic Machines' culture and professionalism.
• Handle employee scheduling requests with a high degree of customer service, fostering a productive, inclusive, and engaging environment.
• Handle sensitive and confidential information with the utmost discretion at all times.

What you’ll need: 

• 5+ years supporting multiple C-suite or senior executives in a fast-paced, high-growth environment.
• Polished presence and professional demeanor — you represent the Executive team with care in every interaction, written or in-person.
• Exceptional organizational skills and attention to detail — you track the details without losing sight of the bigger picture.
• Outstanding judgment and discretion — you handle sensitive information with the highest level of confidentiality.
• Strong written and verbal communication skills.
• Comfortable working cross-functionally and independently.
• Calm and confident under pressure with the ability to manage shifting priorities and resolve conflicts proactively.
• Resourceful problem-solver with a "no task too big or too small" mindset.
• Natural relationship-builder who earns trust quickly with executives, partners, and peers.
• Proficient in Google Workspace and comfortable picking up new tools quickly.
• Bachelor’s degree preferred.