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Role

Executive Assistant & Office Manager

Operations, Mountain View Office

Samaya AI is building knowledge discovery tools for domain experts using AI and Large Language Models. Our platform enables users to answer complex questions and uncover hidden insights from large sets of knowledge-intensive documents.

Founded by Maithra Raghu (formerly at Google Brain) and Fabio Petroni (formerly at Meta AI), Samaya AI has incredible firepower in terms of researchers, engineers, and developers with a breadth of AI experience, including Stanford, Meta AI, Google, Microsoft, and more. 

We are seeking an experienced Executive Assistant and Office Manager to support our U.S. Office (in Mountain View, CA) and our Chief Executive Officer (CEO).

Responsibilities:

  • Executive Assistant (EA):
    • Act as a trusted partner to the CEO, anticipating and removing roadblocks and as needed allow them to focus on business priorities
    • Maintain full ownership of the CEO’s calendar; coordinating and setting up meetings with speed and precision
    • Handling intricate travel needs ensuring seamless itineraries
    • Kickstart internal and external communications, drafting and distributing impactful emails and presentations
  • Office Manager:
    • Be the “go-to person” for anything related to our MTV office
    • Maintain a welcoming and collaborative office environment
    • Organize engaging in-house and offsite activities, fostering team spirit and collaboration
    • Serve as the bridge between employees and leadership, addressing any potential issues with care 
    • Ensuring timely and efficient management of information, keeping everyone in the loop
  • Partner with Operations / HR:
    • Provide a smooth onboarding experience for new team members
    • Champion the company values and act as a culture ambassador 
    • Collaborate with HR to update and maintain office policies, ensuring they are current and effective and managing US payroll (as bandwidth allows)
    • Collaborate on the US office Operations budget, ensuring smart and efficient use of resources
  • Project Management:
    • Office space + management for office growth
    • Work with vendors as needed (office operations, etc)
    • Skillfully manage contracts, negotiate prices with vendors, and securing the best deals

Requirements: 

  • 5 years proven experience as an Executive Assistant, Personal Assistant, Office Manager, or similar role
  • Managing and assisting with office equipment and software applications (Google Workspace, Microsoft software, Notion, etc)
  • Strong verbal and written communications 
  • Excellent time management skills and strong ability to prioritize effectively

Strongly preferred:

  • A creative mind that is able to suggest improvements
  • Strong interpersonal skills
  • Ability to thrive in a start-up environment where priorities evolve quickly and you must prioritize your time
  • Strong understanding and prior experience with Google Workspace and Microsoft software (as needed), familiarity with Notion or other asynchronous communication tools 

Please note that this job description is not exhaustive and may be subject to change based on the evolving needs of the organization.

What we provide

  • Flexible and hybrid work environment (typically spend a minimum of 2 days in the office per week)
  • Comprehensive health insurance coverage, including medical, dental, vision, and short-term disability
  • Opportunity to rest and recharge with unlimited PTO
  • Support your long-term financial well-being with 401K (US) and Pension (UK)
  • Create your work setup with your office equipment allowance
  • Travel to other locations is encouraged to foster team cohesion and maintain Samaya’s unique culture

If you're motivated to make a difference and possess the drive to succeed but are not sure you meet all the criteria, why not give us a try? 
 
We are committed to ensuring an equitable selection process for everyone and welcome applicants from varied backgrounds to enrich our team. If you require accommodations or adjustments during our recruitment process, please inform us.

*Samaya AI is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. 

We pride ourselves on working collaboratively in an inclusive, truth-seeking environment, dedicated to changing the way professionals access and use knowledge through generative AI. Join us in shaping the future of knowledge and AI technology! 

Apply now