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Administrative Assistant, CEO Office

Avathon

Pleasanton, CA

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JOB DETAILS
SALARY
$90,000–$120,000 Per Year
SKILLS
Administrative Skills, Aerospace and Defense, Application Performance Management, Artificial Intelligence (AI), Asset Management, Board Meeting, C-Level Management, Cadence, Calendar Management, Communication Skills, Computer Vision, Cross-Functional, Customer Support/Service, Detail Oriented, Establish Priorities, Event Management, Leadership, Logistics, Management Strategy, Manufacturing, Modeling Languages, Natural Language Processing (NLP), Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Public/Media/Press/Analyst Relations, Startup, Supply Chain, Travel Planning, Vendor/Supplier Quality Management, Willing to Travel, Workflow Analysis, Writing Skills
LOCATION
Pleasanton, CA
POSTED
Today
Who We Are & Why Join Us

Avathon 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 platformis 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.com

About the Role: Administrative Assistant, CEO Office

As 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 Do
  • Own and strategically manage the CEO's calendar by prioritizing high-impact engagements and protecting focus time
  • Anticipate scheduling conflicts and proactively resolve them with minimal guidance
  • Coordinate complex, multi-party meetings across internal and external stakeholders
  • Track CEO priorities, action items, and follow-ups to ensure nothing falls through the cracks
  • Identify inefficiencies in workflows and implement improvements
  • Coordinate and distribute high-quality meeting materials in advance (briefings, agendas, context)
  • Ensure meetings are set up for success with clear objectives and outcomes
  • Capture structured notes, decisions, and next steps; track ownership and timelines
  • Serve as a key point of contact across leadership, employees, investors, and external partners
  • Coordinate communications, introductions, and follow-ups with professionalism and discretion
  • Maintain strong relationships across teams to ensure seamless execution
  • Plan and manage complex domestic and international travel itineraries
  • Handle expenses, logistics, and last-minute changes with efficiency
  • Support leadership cadence meetings, operating reviews, and company-wide initiatives
  • Assist in coordinating internal events such as town halls and leadership roundtables and board meetings
  • Partner with communications and PR teams to support CEO engagements and appearances
Minimum Qualifications
  • 10+ years of experience supporting C-level executives, preferably CEOs, in fast-paced tech or startup environments
  • Proven ability to manage complex calendars, competing priorities, and high-volume workflows
  • Exceptional organizational skills and attention to detail
  • Strong written and verbal communication skills
  • High level of discretion, judgment, and professionalism
Preferred Qualifications
  • Experience in high-growth or venture-backed startup environments
  • Ability to anticipate needs and operate proactively with minimal direction
  • Strong problem-solving skills and operational mindset
  • Experience working cross-functionally with senior leadership teams
  • Interest in AI, technology, or industrial sectors
Compensation & Benefits
  • Competitive base salary: $90,000 - $120,000 USD (commensurate with experience)
  • Equity in the form of stock options
  • Comprehensive health, dental, and vision coverage
  • 401(k) participation

Location: 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.

About the Company

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Avathon