Executive Assistant to the CEO

Salary Range: 85000 to 105000 (Currency: USD) (Pay period: per-year-salary)

Job Description:

Machina Labs is seeking an Executive Assistant to support the CEO in managing day-to-day priorities, communications, scheduling, travel, and operational coordination. This role is responsible for helping maximize the CEO's effectiveness by ensuring meetings, travel, projects, and key deliverables are organized and executed efficiently. As a trusted partner to the CEO, this individual will help create structure, maintain alignment across priorities, and ensure the CEO is prepared to effectively engage with employees, customers, investors, partners, and other stakeholders. The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced startup environment. This is an excellent opportunity for someone looking to grow their career while gaining exposure to executive leadership, advanced manufacturing, robotics, and a rapidly scaling technology company.

Key Responsibilities: 

• Manage and coordinate the CEO's calendar, including complex scheduling across multiple time zones and competing priorities.

• Coordinate domestic and international travel, including flights, accommodations, transportation, visas, and detailed itineraries.

• Prepare travel plans, itineraries, briefing materials, and supporting documentation for meetings, conferences, customer visits, and business travel.

• Coordinate internal and external meetings, including agendas, logistics, meeting notes, and follow-up action items.

• Track key priorities, deadlines, and deliverables to help ensure timely execution across leadership and cross-functional teams.

• Serve as a liaison between the CEO and internal teams, customers, investors, partners, vendors, and other external stakeholders.

• Assist with the preparation of presentations, reports, correspondence, executive communications, and leadership materials.

• Process expense reports and support day-to-day administrative operations.

• Partner with the Office & Employee Experience Manager to support company events, leadership offsites, employee engagement activities, visitor coordination, and workplace initiatives.

• Support special projects and operational initiatives across the organization as needed.

• Anticipate needs, identify potential issues, and proactively solve problems before they arise.

• Handle sensitive and confidential information with discretion and professionalism.

• Support a culture of operational excellence by bringing structure, organization, and accountability to daily activities and long-term initiatives.

• Maintain organized records, documentation, and action-item tracking to support efficient follow-through and communication.

• Perform other executive support and administrative duties as assigned.

Required Background & Experience:

• 5-7 years of experience supporting executives, teams, business operations, or related functions.

• Exceptional organizational skills and attention to detail.

• Strong written and verbal communication skills.

• Ability to manage multiple priorities and adapt quickly in a fast-paced environment.

• Ability to prioritize competing requests and changing business needs.

• Strong judgment, professionalism, and discretion.

• High level of ownership and follow-through.

• Strong problem-solving skills and a proactive mindset.

• Comfortable working in a dynamic startup environment where priorities shift quickly and flexibility is essential.

• Proficiency with Microsoft Office, Google Workspace, and common business productivity and collaboration tools.

Preferred Qualifications:

• Experience supporting a founder, CEO, or executive leadership team.

• Experience coordinating domestic and international travel.

• Experience working in a startup, manufacturing, robotics, aerospace, technology, or other high-growth environment.

• Project coordination or operations experience.

• Experience supporting company events, employee engagement programs, leadership offsites, or internal initiatives.

• Experience interacting with executive-level stakeholders, customers, investors, partners, or board members.

• Experience using productivity and project management tools such as Asana, Notion, Airtable, Monday.com, or similar platforms.