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Salary: USD 115,000 - 140,000 / annual
SambaNova Systems, a leader in next-generation AI infrastructure, is seeking an Executive Assistant to support three senior leaders spanning Engineering, General & Administrative (G&A), and Sales functions. This is a high-trust, high-visibility role requiring someone who can manage competing priorities across different business functions, maintain complex executive calendars, and serve as a dependable coordination point between leadership and their teams.
Key Responsibilities:
Calendar & Time Management: Proactively manage complex, high-volume calendars for three executives across different functions, resolving scheduling conflicts and prioritizing time against each leader's most pressing commitments. Schedule and coordinate internal and external meetings, all-hands gatherings, offsites, and cross-functional reviews, including logistics, agendas, and pre-read materials. Anticipate scheduling needs across time zones and adjust proactively as priorities shift.
Travel & Expenses: Book and manage domestic and international travel itineraries, adapting quickly to last-minute changes. Prepare, submit, and reconcile expense reports in a timely manner and in compliance with company policy.
Communication & Coordination: Serve as a trusted point of contact between the three executives and their direct reports, peers, and external partners. Draft, proofread, and manage correspondence, presentations, and internal communications on behalf of the executives. Track action items and follow-ups from meetings to ensure timely completion. Exercise sound judgment and discretion when handling confidential and sensitive information across engineering, financial, and sales matters.
Meeting & Event Support: Coordinate department meetings, leadership reviews, and team events, including logistics, catering, and materials. Help plan and execute larger organizational events (team offsites, department all-hands) in partnership with other Executive Assistants and business partners.
Cross-Functional Operations: Partner with other Executive Assistants and business teams to align on shared processes, coverage during absences, and event coordination. Support light project coordination and ad hoc initiatives for each leader, such as tracking OKRs, org planning logistics, or budget documentation. Process purchase orders, invoices, and vendor requests as needed for each supported organization.
Requirements:
Basic Qualifications:
- 5+ years of experience as an Executive Assistant or in a similar administrative role, ideally supporting multiple senior leaders simultaneously
- Bachelor's degree or equivalent practical experience
- Demonstrated ability to manage competing priorities across different functions and stakeholders without dropping details
Required Qualifications:
- Excellent written and verbal communication skills, with strong judgment on tone and audience across technical, financial, and customer-facing contexts
- Highly proficient with Google Workspace or Microsoft Office (calendar, email, docs, slides, spreadsheets) and familiarity with expense and travel management tools (e.g., Concur, Navan)
- Strong discretion and professionalism when handling confidential business, personnel, and financial information
- Comfortable working in a fast-paced, high-growth technology company where priorities can change quickly
- Strong organizational skills and follow-through; able to manage multiple workstreams and deadlines independently
Preferred Qualifications:
- Prior experience supporting leaders in Engineering, Finance/G&A, and Sales organizations, or at a semiconductor, AI infrastructure, or enterprise technology company
- Experience coordinating with cross-functional business partners such as Finance, People, IT, and Legal
- Experience planning offsites, team events, or department-wide meetings
