Executive Assistant

SambaNova; San Jose (CA); On-site; USD 115,000 - 140,000; Full time

Benefits offered by this job

Health insurance

HSA

Wellness programs

Headspace

Job summary

SambaNova is seeking an Executive Assistant to support three senior leaders across Engineering, G&A, and Sales. You will manage complex calendars, coordinate global travel, and handle confidential communications in a fast-paced, high-growth environment.

The ideal candidate is highly organized, discreet, and excels at juggling competing priorities while partnering with cross-functional teams to keep executives and programs on track.

Qualifications

• 5+ years of experience as an Executive Assistant or in a similar administrative role.
• Bachelor's degree or equivalent practical experience.
• Ability to manage competing priorities across multiple leaders.

Responsibilities

• Proactively manage calendars for three executives across Engineering, G&A, and Sales.
• Coordinate internal and external meetings, agendas, and pre-reads.
• Book domestic and international travel and manage expenses.
• Draft and manage executive communications and follow-ups.
• Coordinate events and cross-functional operations.

Skills

Calendar management

Time management

Effective communication

Discretion

Cross-functional collaboration

Education

Bachelor's degree or equivalent

Tools

Google Workspace

Microsoft Office

Concur

Navan

Job description

SambaNova is a leader in next-generation AI infrastructure, delivering a full-stack inference platform for customers worldwide. At the core of SambaNova's technology is the RDU (Reconfigurable Dataflow Unit) — a chip built on a dataflow architecture rather than the traditional GPU model. Its decode performance is especially strong for agentic workloads like multi-turn agents, code generation, and long-running applications. RDUs are packaged into SambaRack, rack-scale hardware that lets customers deploy state-of-the-art models with better performance, greater energy efficiency, and faster time to value.

About The Role

SambaNova is hiring an Executive Assistant to support three senior leaders spanning Engineering, G&A (General & Administrative), and Sales. This is a high-trust, high-visibility role for someone who can manage competing priorities across very different functions, keep each leader's calendar and workload running smoothly, and act as a dependable point of coordination between their teams. The ideal candidate is highly organized, discreet, and comfortable operating in a fast-moving, high-growth environment where priorities shift quickly.

Responsibilities

Calendar & Time Management

• Proactively manage complex, high-volume calendars for three executives across Engineering, G&A, and Sales, resolving scheduling conflicts and prioritizing time against each leader's most pressing commitments.
• Schedule and coordinate internal and external meetings, all-hands, offsites, and cross-functional reviews, including logistics, agendas, and pre-read materials.
• Anticipate scheduling needs across time zones and adjust proactively as priorities shift.

Travel & Expenses

• Book and manage domestic and international travel itineraries, adapting quickly to last-minute changes.
• Prepare, submit, and reconcile expense reports in a timely manner and in compliance with company policy.

Communication & Coordination

• Serve as a trusted point of contact between the three executives and their direct reports, peers, and external partners.
• Draft, proofread, and manage correspondence, presentations, and internal communications on behalf of the executives.
• Track action items and follow-ups from meetings to ensure timely completion.
• Exercise sound judgment and discretion when handling confidential and sensitive information across engineering, financial, and sales matters.

Meeting & Event Support

• Coordinate department meetings, leadership reviews, and team events, including logistics, catering, and materials.
• Help plan and execute larger organizational events (team offsites, department all-hands) in partnership with other EAs and business partners.

Cross-Functional Operations

• Partner with other Executive Assistants and business teams to align on shared processes, coverage during absences, and event coordination.
• Support light project coordination and ad hoc initiatives for each leader, such as tracking OKRs, org planning logistics, or budget documentation.
• Process purchase orders, invoices, and vendor requests as needed for each supported organization.

Basic Qualifications

• 5+ years of experience as an Executive Assistant or in a similar administrative role, ideally supporting multiple senior leaders simultaneously.
• Bachelor's degree or equivalent practical experience.
• Demonstrated ability to manage competing priorities across different functions and stakeholders without dropping details.

Additional Required Qualifications

• Excellent written and verbal communication skills, with strong judgment on tone and audience across technical, financial, and customer-facing contexts.
• Highly proficient with Google Workspace or Microsoft Office (calendar, email, docs, slides, spreadsheets) and familiarity with expense and travel management tools (e.g., Concur, Navan).
• Strong discretion and professionalism when handling confidential business, personnel, and financial information.
• Comfortable working in a fast-paced, high-growth technology company where priorities can change quickly.
• Strong organizational skills and follow-through; able to manage multiple workstreams and deadlines independently.

Preferred Qualifications

• Prior experience supporting leaders in Engineering, Finance/G&A, and Sales organizations, or at a semiconductor, AI infrastructure, or enterprise technology company.
• Experience coordinating with cross-functional business partners such as Finance, People, IT, and Legal.
• Experience planning offsites, team events, or department-wide meetings.

Base Salary Range:

Base Pay Range

$115,000—$140,000 USD

EEO Policy

SambaNova Systems is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard basis of age (40 and over), color, disability, gender identity, genetic information, marital status, military or veteran status, national origin/ancestry, race, religion, creed, sex (including pregnancy, childbirth, breastfeeding), sexual orientation, and any other applicable status protected by federal, state, or local laws.

Benefits Summary For US-Based, Full-Time Employment Positions

SambaNova offers a competitive total rewards package, including the base salary, plus equity and benefits. We cover 95% premium coverage for employee medical insurance, and 77% premium coverage for dependents and offer a Health Savings Account (HSA) with employer contribution. We also offer Dental, Vision, Short/Long term Disability, Basic Life, Voluntary Life, and AD&D insurance plans in addition to Flexible Spending Account (FSA) options like Health Care, Limited Purpose, and Dependent Care. Our library of well-being benefits available to you and your dependents includes a full subscription to Headspace, Gympass+ membership with access to physical gyms, One Medical membership, counseling services with an Employee Assistance Program, and much more.