Executive Assistant

At d-Matrix , we are focused on unleashing the potential of generative AI to power the transformation of technology. We are at the forefront of software and hardware innovation, pushing the boundaries of what is possible. Our culture is one of respect and collaboration.

We value humility and believe in direct communication. Our team is inclusive , and our differing perspectives allow for better solutions. We are seeking individuals passionate about tackling challenges and are driven by execution. Ready to come find your playground? Together , we can help shape the endless possibilities of AI.

Location :

Working onsite at our Santa Clara, CA headquarters 5 days per week

Executive Assistant

Responsibilities :

Maintain complex calendars and scheduling requirements across multiple time zones for multiple Executives

You will report to the Sr Executive Assistant, provide various support activities in the CEO Office and will be the Sr. EA backup.

Ability to multi tasks simultaneously including scheduling meetings, meeting preparations, employee surveys, special projects and coordinating company events

Display professionalism in communication with internal and external partners

Arrange domestic and international travel, including itineraries, accommodations, and logistics

Plan team and cross-functional offsites through coordination with hotels and vendors for lodging, catering, flights, A / V, and transportation

Ensures that various administrative tasks are completed in an effective and efficient manner, including processing expense reports, purchase orders, maintaining expense records, and organizing administrative files.

Coordinates logistics for lunch, dinner, and snacks for executive and customer meetings and events.

Ability to handle special projects and ad hoc requests as needed, e.g. assistance with preparing a presentation, org charts, spreadsheets, etc.

Skills and Experience :

Must have worked in a corporate work environment supporting VP level leadership positions.

Manage expense reports and budget tracking

Must possess collaborative work style, very well organized; and effectively multi-tasks and prioritizes in a rapidly changing business environment.

Experience managing complex travel itineraries, passport renewals, visas and other travel documents.

Must have strong knowledge of MS Office Suite (Microsoft Forms, Outlook Calendar, Excel, PPT)

Must be detailed oriented, have the initiative to complete projects with limited guidance

Ability to stay focused, flexible, efficient, and effective in managing multiple priorities.

Strong interpersonal skills, work ethics and a positive attitude.

Must have good communication skills, act with professional discretion and good judgement.

Qualifications

10+ years as an Administrative Assistant, with proven experience working with high level executives in Marketing, Sales, Engineering and other departmental organizations

Minimum College level / degree preferred or equivalent

Anticipate and resolve scheduling conflicts effectively and proactively.

Event organization experience

Strong written and verbal communication skills and the ability to multi-task

Ability to be discrete and maintain confidential information

Understanding of how to prioritize and respond accordingly

Team player who operates in a fast-paced team-oriented setting

Physical Requirements :

Must be able to bend, lift up to 20 lbs. and walk for periods of time

Equal Opportunity Employment Policy

d-Matrix is proud to be an equal opportunity workplace and affirmative action employer. Were committed to fostering an inclusive environment where everyone feels welcomed and empowered to do their best work. We hire the best talent for our teams, regardless of race, religion, color, age, disability, sex, gender identity, sexual orientation, ancestry, genetic information, marital status, national origin, political affiliation, or veteran status. Our focus is on hiring teammates with humble expertise, kindness, dedication and a willingness to embrace challenges and learn together every day.

d-Matrix does not accept resumes or candidate submissions from external agencies. We appreciate the interest and effort of recruitment firms, but we kindly request that individual interested in opportunities with d-Matrix apply directly through our official channels. This approach allows us to streamline our hiring processes and maintain a consistent and fair evaluation of al applicants. Thank you for your understanding and cooperation.