Description
Avathon, IncPleasanton, California, United States
Position Title: Administrative Assistant, CEO Office
Who We Are & Why Join Us
Avathon is the only physical AI unicorn headquartered in the San Francisco Bay Area, we go beyond models and dashboards we deploy AI that continuously computes across supply chains, energy systems, and industrial operations. Our Operational Technology platform turns fragmented data into real-time, autonomous decisioning across the systems that power the global economy.
This is not digital AI. This is AI for operational reality where latency, constraints, and failure have real-world consequences.
Cutting-Edge AI Innovation Join a team at the forefront of AI, developing groundbreaking solutions that shape the future.
High-Growth Environment Thrive in a fast-scaling startup where agility, collaboration, and rapid professional growth are the norm.
Meaningful Impact Work on AI-driven projects that drive real change across industries and improve lives.
Learn more at: Avathon
About the Role: Administrative Assistant, CEO Office
As the Administrative Assistant, you will act as a trusted operator and force multiplier, ensuring the CEOs time, focus, and priorities are aligned with the companys most critical objectives. You will bring 10+ years of experience supporting senior executives in fast-paced technology or startup environments, with a proven ability to manage complexity, anticipate needs, and execute with precision.
This role requires exceptional judgment, discretion, and the ability to operate independently while staying tightly aligned with leadership priorities.
What You Will Do
- Own and strategically manage the CEOs calendar by prioritizing high-impact engagements and protecting focus time
- Anticipate scheduling conflicts and proactively resolve them with minimal guidance
- Coordinate complex, multi-party meetings across internal and external stakeholders
- Track CEO priorities, action items, and follow-ups to ensure nothing falls through the cracks
- Identify inefficiencies in workflows and implement improvements
- Coordinate and distribute high-quality meeting materials in advance (briefings, agendas, context)
- Ensure meetings are set up for success with clear objectives and outcomes
- Capture structured notes, decisions, and next steps; track ownership and timelines
- Serve as a key point of contact across leadership, employees, investors, and external partners
- Coordinate communications, introductions, and follow-ups with professionalism and discretion
- Maintain strong relationships across teams to ensure seamless execution
- Plan and manage complex domestic and international travel itineraries
- Handle expenses, logistics, and last-minute changes with efficiency
- Support leadership cadence meetings, operating reviews, and company-wide initiatives
- Assist in coordinating internal events such as town halls and leadership roundtables and board meetings
- Partner with communications and PR teams to support CEO engagements and appearances
Minimum Qualifications
- 10+ years of experience supporting C-level executives, preferably CEOs, in fast-paced tech or startup environments
- Proven ability to manage complex calendars, competing priorities, and high-volume workflows
- Exceptional organizational skills and attention to detail
- Strong written and verbal communication skills
- High level of discretion, judgment, and professionalism
Preferred Qualifications
- Experience in high-growth or venture-backed startup environments
- Ability to anticipate needs and operate proactively with minimal direction
- Strong problem-solving skills and operational mindset
- Experience working cross-functionally with senior leadership teams
- Interest in AI, technology, or industrial sectors
Compensation & Benefits
- Competitive base salary: $90,000 $120,000 USD (commensurate with experience)
- Equity in the form of stock options
- Comprehensive health, dental, and vision coverage
- 401(k) participation
Location: This role is neither remote nor hybrid. Candidates must be based in the Bay Area, CA and are expected to report to the Pleasanton office 5 days a week.
Avathon is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.
Avathon is committed to providing reasonable accommodations throughout the recruiting process. If you need a reasonable accommodation, please contact us to discuss how we can assist you.
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