Administrative Business Partner

Company: Etched.ai, Inc.
Location: San Jose
Posted on: April 4, 2025

Job Description:

The Executive Assistant to the VP of Software provides high-level administrative and operational support, ensuring the smooth and efficient functioning of the VP's office. This role requires exceptional organizational skills, proactive problem-solving abilities, and the capacity to handle confidential information with discretion. The ideal candidate will be a highly motivated, detail-oriented professional who can anticipate needs, manage complex schedules, and act as a trusted liaison between the VP and internal/external stakeholders.Responsibilities:

• Calendar Management: Manage the VP's complex and ever-changing calendar, scheduling meetings and appointments inside and external to the company, and travel arrangements across multiple time zones. Prioritize and resolve scheduling conflicts efficiently.
• Communication: Drive preparation for staff meetings, technical reviews, all hands and operational discussions including coordinating senior leads' materials, prioritizing and responding to questions as appropriate. Draft and prepare correspondence, presentations, and reports.
• Travel Arrangements: Coordinate all aspects of domestic and international travel, including flights, accommodations, transportation, and itineraries. Process travel expenses and ensure compliance with company policies.
• Meeting Support: Prepare meeting agendas, take detailed meeting minutes, distribute materials, and follow up on action items. Organize and coordinate logistics for internal and external meetings, conferences, and events.
• Expense Management: Process and reconcile expense reports, purchase orders, and invoices. Manage budget tracking and reporting for the VP's office.
• Project Support: Assist with special projects and initiatives as assigned by the VP, including research, data analysis, and report preparation.
• Liaison & Relationship Management: Act as a delegate of contact for the VP, interacting with internal departments, external clients, and partners. Build and maintain strong relationships with key stakeholders.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.
• Proactive Support: Anticipate the VP's needs and proactively address potential issues or challenges.
• Software and Tool Proficiency: Utilize company software and tools effectively, including project management software, communication platforms, and presentation software.Qualifications:
• Education: Bachelor's degree preferred, or equivalent experience.
• Experience: Minimum of 5+ years of experience as an executive assistant, preferably supporting a senior executive in a technology or software environment.
• Skills:
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides).
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Ability to prioritize tasks and manage multiple deadlines.
• Strong problem-solving and decision-making skills.
• Ability to maintain confidentiality and handle sensitive information.
• Experience with travel planning and expense reporting.
• Familiarity with software development lifecycles and terminology is a plus.
• Experience with project management software is highly desirable.Personal Attributes:
• Professional and polished demeanor.
• Proactive and resourceful.
• Adaptable and flexible.
• Strong work ethic and sense of responsibility.
• Ability to thrive in a fast-paced environment.
• Positive attitude.Benefits:
• Full medical, dental, and vision packages, with 100% of premium covered.
• Housing subsidy of $2,000/month for those living within walking distance of the office.
• Daily lunch and dinner in our office.
• Relocation support for those moving to West San Jose.How we're different:Etched believes in the . We think most of the progress in the AI field has come from using more FLOPs to train and run models, and the best way to get more FLOPs is to build model-specific hardware. Larger and larger training runs encourage companies to consolidate around fewer model architectures, which creates a market for single-model ASICs.We are a fully in-person team in West San Jose, and greatly value engineering skills. We do not have boundaries between engineering and research, and we expect all of our technical staff to contribute to both as needed.
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Keywords: Etched.ai, Inc., San Jose , Administrative Business Partner, Administration, Clerical , San Jose, California