Executive Assistant at SambaNova Systems in San Jose, California, United States

Job description

• 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.

Requirements

• 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.
• 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.
• 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.

Skills

Required

• Strong judgment on tone and audience
• Strong discretion and professionalism
• Google Workspace
• Microsoft Office
• Concur
• Navan

Benefits

• SambaNova offers a competitive total rewards package, including the base salary, plus equity and benefits. We cover 95% premium coverage for employee medical insurance, and 77% premium coverage for dependents and offer a Health Savings Account (HSA) with employer contribution. We also offer Dental, Vision, Short/Long term Disability, Basic Life, Voluntary Life, and AD&D insurance plans in addition to Flexible Spending Account (FSA) options like Health Care, Limited Purpose, and Dependent Care. Our library of well-being benefits available to you and your dependents includes a full subscription to Headspace, Gympass+ membership with access to physical gyms, One Medical membership, counseling services with an Employee Assistance Program, and much more.
• Base Pay Range
• $115,000 - $140,000 USD