Administrative Assistant

About the role:

Atomic Machines is looking for a full-time Administrative Assistant to support our leadership team from our Santa Clara office. You'll be the operational backbone behind our executives, helping manage calendars, travel, meetings, expenses, and key projects so leaders can stay focused on their highest-impact work.

We're looking for someone who is highly organized, proactive, resourceful, and excited to grow their career in a fast-moving startup environment. This is an opportunity to work closely with company leaders, gain broad exposure across the business, and have a meaningful impact on how Atomic Machines operates and scales. If you're someone who loves creating order from complexity, anticipates needs before they arise, and enjoys helping teams operate at their best, we'd love to hear from you.

What you'll do: 

• Manage executive calendars, scheduling, and meeting coordination, helping leaders stay focused on the highest-priority work.
• Coordinate travel arrangements, itineraries, and related logistics.
• Help prioritize incoming requests and communications, ensuring timely follow-up and execution.
• Partner with executives, internal teams, and external stakeholders to keep projects and initiatives moving forward.
• Draft, proofread, and coordinate communications on behalf of executives when needed.
• Prepare documents, presentations, agendas, and materials for meetings and key initiatives.
• Support special projects by coordinating across teams, tracking action items, and helping drive execution.
• Track, reconcile, and submit expense reports accurately and on time.
• Help plan team events, offsites, executive meetings, and company gatherings.
• Welcome and support visitors, candidates, customers, and partners, creating a positive experience that reflects Atomic Machines' culture and values.
• Assist with employee scheduling and coordination requests, providing a high level of responsiveness and customer service.
• Handle sensitive and confidential information with professionalism and discretion.

What you'll need: 

• 1-3 years of experience in an executive assistant, administrative, operations, coordinator, customer-facing, or similar support role.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and adapt quickly in a fast-paced environment.
• Strong judgment, professionalism, and discretion when handling confidential information.
• A proactive, solutions-oriented mindset with a willingness to take ownership and learn.
• Ability to work independently while collaborating effectively across teams.
• Strong interpersonal skills and the ability to build trust with executives, colleagues, and external partners.
• Comfortable learning new tools and technologies quickly.
• Proficiency with Google Workspace (Docs, Sheets, Calendar, Gmail).
• Bachelor's degree preferred but not required.