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Lumilens is building critical photonics infrastructure for AI supercomputing, developing high-speed optical interconnects and photonic engines to power next-generation computing. The company is Series B-funded and led by industry veterans.
You will serve as Executive Assistant & Office Manager, providing comprehensive administrative and operational support to the Chief Executives and managing day-to-day office operations. This role requires handling highly confidential information and coordinating across multiple time zones.
Key Responsibilities:
- Manage complex calendars and scheduling for executives across multiple time zones
- Coordinate domestic and international travel, accommodations, and detailed itineraries
- Prepare presentations, reports, meeting materials, and executive correspondence
- Organize and coordinate leadership meetings, conference calls, and regional engagements
- Document meeting minutes and track action items for timely follow-up
- Manage executive expense reporting and administrative support activities
- Maintain strict confidentiality with professionalism and discretion
- Coordinate events, workshops, leadership meetings, and team activities
- Oversee day-to-day office operations to create a smooth, professional working environment
- Manage kitchen and office supplies, meeting-room readiness, and shared spaces
- Serve as primary contact for office service providers; coordinate maintenance, repairs, cleaning, and facility work orders
- Source quotations, arrange purchases, monitor office spending, and coordinate invoices and payment follow-ups with Finance and Procurement
- Arrange hotel bookings for internal colleagues and external guests
Requirements:
- Minimum 8 years of experience in office management, operations, or as a senior executive assistant
- High level of discretion, attention to detail, and strong accountability when handling confidential information
- Excellent communication and interpersonal skills; ability to work effectively with employees, senior leaders, vendors, and external partners
- Strong organizational and time management skills; ability to multitask and prioritize in a fast-paced, dynamic environment
- Proactive, can-do attitude; willingness to tackle tasks of any size and genuine desire to help others
