Executive Administrative Assistant

Executive Administrative Assistant

Location:

Santa Clara, CA. Salary: $40.00 - $55.00 per hour.

• Executive Support & Calendar Management:
  Own complex, multi‑time zone calendar, prioritize and resolve conflicts without hand‑holding, coordinate leadership meetings, staff meetings, and offsite events, support executive staff meeting cadences, manage recurring leadership cadences (1:1s, bi‑weekly and monthly), triage daily schedule and rebook as needed when traveling.
• Communication & Gatekeeping:
  Serve as primary point of contact, screen emails, draft responses, elevate critical items, ensure executives are always prepared with context, materials, and timing, draft and send correspondence on behalf of the executive, provide timely updates, check in proactively with executive and surrounding leaders for attendance, logistics, and next steps.
• Meeting & Event Coordination:
  Prepare agendas, presentations, and briefing documents; capture action items and drive follow‑up across org boundaries; coordinate large meetings, governance sessions, and company events; register executive for industry conferences, executive forums, and external events; manage confirmations and logistics; coordinate executive site visits and partner briefings including agendas, attendees, rooms, and catering.
• Operational & Business Support:
  Track action items, deliverables, and deadlines across cross‑functional AI/ML initiatives; support core business cadence (QBRs, All Hands, governance reviews); produce reporting dashboards or status summaries as needed; ensure readiness for all governance and stakeholder touchpoints.
• Travel & Expense Management:
  Arrange domestic and international travel itineraries, manage expense reports with compliance to company policy, schedule around extended travel, rebook meetings around travel windows, arrange on‑site hospitality and logistics (meeting catering, business‑meal reservations).
• Stakeholder Coordination:
  Work cross‑functionally across teams, leaders, and vendors; facilitate communication and alignment across org and geographic boundaries; track and coordinate action items from cross‑functional AI/ML programs; serve as scheduling liaison with external partners and vendors for intro calls, recurring syncs, and executive briefings; partner with fellow Executive Admins and stakeholder teams to align availability.

• 5+ years supporting senior executives in fast‑paced, global corporate environments.
• Hands‑on daily use of AI productivity tools (Claude, Copilot, ChatGPT, Notion AI, etc.) – not just awareness.
• Expert proficiency in Microsoft 365:
  Outlook, Teams, Excel, PowerPoint, Word.
• Experience supporting tech or AI/ML organizations strongly preferred.
• Exceptional written and verbal communication – clear, concise, professional.
• High EQ: reads the room, adapts to shifting priorities, builds trust at every level.
• Absolute discretion with confidential information.
• Strong organizational skills with meticulous follow‑through.
• Calm under pressure; energized by ambiguity and rapid change.
• Quick to adapt in a malleable, fast‑paced organization where priorities evolve.
• Embraces every challenge as an opportunity to grow and contribute.

• Prioritization & sound judgment – knows what matters most and acts accordingly.
• Proactive problem‑solving – does not wait to be asked.
• Strong communication – can represent leadership in writing and in rooms.
• Discretion & confidentiality – handles sensitive information without exception.
• Tech‑savvy – comfortable adopting new tools quickly, including AI platforms.
• High organizational ability – nothing falls through the cracks.

• Built AI‑powered workflows that tangibly saved time for yourself or your team.
• Coordinated across globally distributed teams.
• Supported leaders through fast‑moving org changes, program launches, or high‑growth phases.
• Does not use the phrase “that’s not my job.”

• Time Type:
  Full time.
• Employee Type:
  Assignee / Regular.
• Travel:
  Yes, 10% of the time.
• Relocation Eligible:
  No.

In addition to a comprehensive benefits package, candidates may be eligible for other forms of compensation such as participation in a bonus and a stock award program, as applicable.

Applied Materials is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, national origin, citizenship, ancestry, religion, creed, sex, sexual orientation, gender identity, age, disability, veteran or military status, or any other basis prohibited by law.

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