Overview
Executive Assistant Jobs in Palo Alto, California, USA at Luma AI
We’re seeking a highly organized, proactive Executive Assistant to provide comprehensive support to our C-suite leadership. This role will serve as the operational backbone that enables our executive team to focus on scaling our groundbreaking AI technology. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional judgment, and can anticipate needs before they arise.
What You’ll Do
Manage complex calendars, scheduling, and travel arrangements for C-suite executives, prioritizing time effectively and resolving conflicts proactively
Coordinate high-stakes internal and external meetings, including preparation of materials, agenda setting, and follow-up action items
Act as a liaison between executives and internal teams, external partners, investors, and board members
Prepare and edit correspondence, presentations, and documents with meticulous attention to detail
Plan and execute team events, offsites, and company gatherings that strengthen our culture and advance strategic objectives
Manage expense reports, invoices, and administrative documentation with precision and discretion
Support strategic initiatives by collecting information, coordinating cross-functional participation, and tracking progress
Anticipate executive needs and proactively provide solutions before problems arise
Handle confidential and sensitive information with the utmost professionalism and discretion
What We’re Looking For
5+ years of experience supporting C-level executives, preferably in a high-growth technology company
Exceptional organizational skills with ability to prioritize competing demands in a fast-paced environment
Strong communication skills, both written and verbal, with meticulous attention to detail
Technical proficiency with Google Workspace, Microsoft Office, project management tools, and scheduling systems
Problem-solving mindset with the ability to make sound decisions independently
Adaptability and flexibility to thrive in an evolving startup environment
Experience in AI / ML, creative technology, or startup environments is a plus
Standout Qualities
Proactive anticipation of needs and obstacles before they arise
Calm under pressure with ability to manage competing priorities gracefully
Exceptional interpersonal skills and emotional intelligence
Strong judgment about when to make decisions independently vs. when to escalate
Resourcefulness and creativity in problem-solving
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Title: Executive Assistant
Company: Luma AI
Location: Palo Alto, California, USA
Category: Administrative/Clerical (Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin, Business Administration, Administrative Management), Business (Office Administrator/ Coordinator, Business Administration, Administrative Management)
