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.

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 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: $90000 $120000 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.