Executive Assistant

Atomic Machines is ushering in a new era in micromanufacturing with its Matter Compiler (MC) technology. The MC enables new classes of micromachines to be designed and built by offering manufacturing processes and a materials library that is inaccessible to semiconductor manufacturing methods. The MC promises to unlock MEMS manufacturing both for the many device classes that never could be made by semiconductor methods but also to open up entirely new classes. Furthermore, the MC is fully digital in the way 3D printing is digital, but where 3D printing produces parts of a single material using a single process, the MC is a multi-process, multi-material technology: bits and raw materials go in and complete, functional micromachines come out. The Atomic Machines team has also created an exciting first device – one that was only made possible by the existence of the Matter Compiler – that we will be unveiling to the world soon.

Our offices are in Berkeley and Santa Clara, California.

About the role:

Atomic Machines urgently seeks a highly skilled and proactive Executive Assistant to join our Berkeley office full-time. In this pivotal onsite role, the EA will provide direct support to our CEO and leadership team, managing a wide range of high-stakes responsibilities. We need someone with exceptional judgment, capable of rapidly assessing priorities, making strategic recommendations, and ensuring our team operates at peak efficiency. As a rapidly growing startup, we require a candidate who thrives in a fast-paced, dynamic, and high-intensity environment that demands swift decision-making, adaptability, and a readiness for continuous iteration.

What you'll do:

• Calendar Management: Urgently optimize executives' schedules, coordinating meetings, appointments, and travel to ensure high-impact tasks are prioritized.
• Travel Arrangements & Preparation: Expertly coordinate comprehensive travel logistics—including flights, accommodations, and transportation—while meticulously preparing itineraries and briefing materials to ensure executives can fully focus on maximizing the impact of each engagement.
• Meeting Coordination: Execute seamless meeting planning and organization by preparing agendas, taking notes, and tracking action items to maintain momentum on critical initiatives.
• Document Preparation: Draft, edit, and polish essential correspondence, reports, and presentations, ensuring timely and professional delivery.
• Reception: Promptly greet visitors and manage all onsite deliveries. Provide support by coordinating lunches (when needed), printing documents, and handling tasks that contribute to a smooth and efficient day.
• Relationship Management: Act as an immediate liaison between executives and internal teams, clients, and stakeholders, ensuring seamless communication and alignment.
• Event Planning: Oversee and execute executive team events and offsites, handling every detail to strengthen team cohesion and productivity.
• Logistics Support: Swiftly provide essential support on executive-related inquiries, handle scheduling requests with outstanding customer service, and foster an inclusive, productive environment.
• Project Assistance: Proactively assist with special projects, coordinating cross-functional teams and tracking deadlines to ensure timely completion of executive initiatives.
• Excellent Judgment: Exercise discerning judgment in screening calls and visitors, filtering out non-essential matters so executives can focus on mission-critical tasks aligned with their priorities.

What you'll need:

• Meticulous Attention to Detail: The ability to focus intently and maintain accuracy in all tasks is essential for this role, ensuring that work is consistently completed to the highest standard in support of our executives.
• Experience: Minimum of 5+ years of administrative support experience in a fast-paced environment, preferably within a startup setting.
• Technical Proficiency: Strong proficiency in Google Workspace (Gmail, Sheets, Docs, Slides, etc.).
• Adaptability: Proven ability to thrive in a dynamic, ever-evolving environment, skillfully managing unexpected tasks and challenges while identifying conflicts and proactively offering solutions.
• Problem Solving: Resourceful, flexible, and capable of independently and collaboratively solving complex problems.
• Communication Skills: Exceptional written and verbal communication skills.
• Sound Judgment and Discretion: Demonstrates excellent judgment and maintains the highest level of confidentiality in all interactions.
• Organizational and Interpersonal Skills: Highly organized with strong interpersonal, team, and communication abilities.
• Agility: Quick to adapt to changing priorities, with a proactive, customer-oriented mindset and a positive attitude.
• Commuting Flexibility: Willingness to work in our office in Berkeley daily, with occasional travel to our office in Santa Clara.
• Education: Bachelor's degree required.