Executive Assistant at SambaNova Systems in San Jose, CA

About the Role

SambaNova is hiring an Executive Assistant to support three senior leaders spanning Engineering, G&A (General & Administrative), and Sales. This is a high-trust, high-visibility role for someone who can manage competing priorities across very different functions, keep each leader's calendar and workload running smoothly, and act as a dependable point of coordination between their teams. The ideal candidate is highly organized, discreet, and comfortable operating in a fast-moving, high-growth environment where priorities shift quickly.

Responsibilities

Calendar & Time Management

• Proactively manage complex, high-volume calendars for three executives across Engineering, G&A, and Sales, resolving scheduling conflicts and prioritizing time against each leader's most pressing commitments.
• Schedule and coordinate internal and external meetings, all-hands, 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 EAs 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.

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.

Additional 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.