Administrative Assistant, CEO Office

Who We Are & Why Join UsAvathon is the leading Industrial AI autonomy platform, helping customers across heavy industries -- energy, mining, manufacturing, aerospace, defense, and logistics -- accelerate the journey toward autonomous operations. Our platform is built on a Computational Knowledge Graph foundation that contextualizes and connects operational data across siloed systems, bringing together time series, structured, unstructured, and machine vision data to power AI-driven applications in asset performance management, supply chain intelligence, visual AI, and global trade management. With capabilities spanning digital twins, normal behavior modeling, natural language processing, and computer vision, Avathon delivers real-time predictive intelligence and agentic decision-making at industrial scale.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.comAbout the Role: Administrative Assistant, CEO OfficeAs the Administrative Assistant, you will act as a trusted operator and force multiplier, ensuring the CEO’s time, focus, and priorities are aligned with the company’s 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 DoOwn and strategically manage the CEO’s calendar by prioritizing high-impact engagements and protecting focus timeAnticipate scheduling conflicts and proactively resolve them with minimal guidanceCoordinate complex, multi-party meetings across internal and external stakeholdersTrack CEO priorities, action items, and follow-ups to ensure nothing falls through the cracksIdentify inefficiencies in workflows and implement improvementsCoordinate and distribute high-quality meeting materials in advance (briefings, agendas, context)Ensure meetings are set up for success with clear objectives and outcomesCapture structured notes, decisions, and next steps; track ownership and timelinesServe as a key point of contact across leadership, employees, investors, and external partnersCoordinate communications, introductions, and follow-ups with professionalism and discretionMaintain strong relationships across teams to ensure seamless executionPlan and manage complex domestic and international travel itinerariesHandle expenses, logistics, and last-minute changes with efficiencySupport leadership cadence meetings, operating reviews, and company-wide initiativesAssist in coordinating internal events such as town halls and leadership roundtables and board meetingsPartner with communications and PR teams to support CEO engagements and appearancesMinimum Qualifications10+ years of experience supporting C-level executives, preferably CEOs, in fast-paced tech or startup environmentsProven ability to manage complex calendars, competing priorities, and high-volume workflowsExceptional organizational skills and attention to detailStrong written and verbal communication skillsHigh level of discretion, judgment, and professionalismPreferred QualificationsExperience in high-growth or venture-backed startup environmentsAbility to anticipate needs and operate proactively with minimal directionStrong problem-solving skills and operational mindsetExperience working cross-functionally with senior leadership teamsInterest in AI, technology, or industrial sectorsCompensation & BenefitsCompetitive base salary: $90,000 – $120,000 USD (commensurate with experience)Equity in the form of stock optionsComprehensive health, dental, and vision coverage401(k) participationLocation: 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.