Executive Assistant

Institute of Foundation Models; Sunnyvale (CA); Vor Ort; USD 90.000 - 130.000; Vollzeit

Benefits dieser Stelle

Medical, dental, and vision coverage

Bonus

401K Plan

Generous paid time off

Paid parental leave

Employee Assistance Program

Life insurance and disability

Zusammenfassung

Institute of Foundation Models in Sunnyvale, CA seeks an Executive Assistant to the Lab Director. You will be the strategic gatekeeper, optimize executive bandwidth, and coordinate cross-border workflows across the US, Paris, and UAE.

The role demands proactive problem solving, confidentiality, and exceptional communication. Responsibilities include calendar management across multiple time zones, travel planning, and drafting executive communications.

Qualifikationen

• Bachelor's degree in Business Administration, Communications, Science, or a related field preferred (or equivalent combination of education and professional experience).
• 8–10 years of executive support experience partnering with C-suite executives or lab directors in fast-paced settings.
• Experience managing international schedules across multiple time zones, including UAE coordination.
• Proven calendar management, gatekeeping, and handling confidential information with discretion.
• Exceptional interpersonal and communication skills with resilience under pressure and independent problem solving.

Aufgaben

• Serve as the primary operational anchor and trusted gatekeeper for the Lab Director.
• Anticipate needs and resolve obstacles to keep leadership focused on strategic goals.
• Manage complex calendar across time zones, including UAE coordination.
• Coordinate travel itineraries and logistics for international meetings.
• Plan leadership meetings, draft agendas, and prepare briefing materials.
• Draft professional correspondence and memos on behalf of the Director.

Kenntnisse

Executive support

Calendar management

Cross-border coordination

Discretion & confidentiality

Strong communication

Ausbildung

Bachelor's degree in Business Administration, Communications, Science, or related field

Tools

Microsoft Office

Slack

Global virtual meeting tools

Tracking platforms

Jobbeschreibung

About the Institute of Foundation Models

We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.

As part of our team, you’ll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development. You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries.Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub forhigh-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AIpioneers.

Position Summary

The Executive Assistant will serve as the strategic gatekeeper and day-to-day right hand to the Lab Director. In a fast-scaling frontier AI research organization, the Director's focus must remain dedicated to technical breakthroughs, model launches, and top-tier talent acquisition. This role goes beyond standard calendar management: you will optimize executive bandwidth, eliminate schedule fragmentation, act as a strategic gatekeeper for candidate pipelines, and handle high-stakes operational coordination across our global research hubs (US, Paris, and UAE).

Key Responsibilities

• High-Level Executive Support & Strategic Operations:
  • Serve as the primary operational anchor and trusted gatekeeper for the Lab Director, carefully managing high-volume, cross-channel communications with internal teams, external partners, and key stakeholders.
  • Anticipate needs far in advance, solving operational roadblocks before they reach the Director to ensure their time and energy remain locked onto high-priority scientific and leadership goals.
• Complex Calendar & Time Management (Including International Time Zones):
  • Exercise rigorous, strategic judgment in managing a fast-moving, high-demand calendar. Protect the Director's time fiercely, resolve scheduling conflicts proactively across multiple time zones (including coordination with the UAE team), and ensure they are thoroughly briefed for every meeting, pitch, or commitment.
• International & UAE Team Liaison:
  • Act as a key point of contact and primary operational bridge between the Lab Director and UAE-based team members and stakeholders. Facilitate smooth communication, align cross-border workflows, and navigate international cultural nuances with high professionalism.
• Advanced Travel & Logistics Management:
  • Coordinate complex, multi-destination domestic and international travel itineraries (including seamless travel planning to and from the UAE), comprehensive agendas, and logistics, ensuring contingencies are in place for any last-minute changes.
• Meeting & Stakeholder Coordination:
  • Plan, coordinate, and execute high-stakes leadership meetings, lab-wide gatherings, and strategic syncs (spanning international schedules). Draft clear agendas, compile comprehensive briefing packets, and capture accurate action items and follow-ups.
• Gatekeeping & Professional Communications Hub:
  • Filter and triage incoming requests with diplomacy and discretion. Draft professional correspondence, status reports, executive summaries, and memos on behalf of the Director with absolute confidentiality.

Academic Qualifications

• Bachelor's degree in Business Administration, Communications, Science, or a related field preferred (or equivalent combination of education and professional experience).

Professional Experience

• Minimum 8–10 years of dedicated executive support experience partnering with C-suite executives, senior leaders, founders, or high-level academic/scientific lab directors in a fast-paced, high-stakes environment.
• Demonstrated experience managing complex international schedules, cross-border workflows, and communications across multiple time zones (specifically including seamless coordination with UAE-based teams and stakeholders).
• Proven track record of proactive calendar management, rigorous gatekeeping, and handling confidential information with absolute discretion and high emotional intelligence.
• Exceptional interpersonal and communication skills with a zero-error mindset, a laser-focused resilience under pressure, and the ability to act as a proactive, independent problem solver.
• Proficiency in modern productivity and collaboration tools (Microsoft Office suite, advanced calendar management software, Slack, global virtual meeting ecosystems, and tracking platforms).

Preferred Skills

• Prior background, familiarity, or experience working within a scientific research, academic laboratory, technology, or advanced modeling environment.
• Experience navigating cross-cultural dynamics and building professional relationships within Middle Eastern / UAE business or institutional settings.
• Demonstrated ability to track action items and independently drive leadership-driven administrative and operational workflows to completion.
• Fluency in English and Mandarin (preferred).

$90,000 - $130,000 a year

Salary Range

The posted salary range represents the company’s good faith estimate of the compensation for this position upon hire. The actual compensation offered may vary within this range depending on individual qualifications, including but not limited to relevant skills, experience, education, certifications, geographic location, and specific business needs.

Salary Range

The posted salary range represents the company’s good faith estimate of the compensation for this position upon hire. The actual compensation offered may vary within this range depending on individual qualifications, including but not limited to relevant skills, experience, education, certifications, geographic location, and specific business needs.

Benefits Include

*Comprehensive medical, dental, and vision benefits

*Bonus

*401K Plan

*Generous paid time off, sick leave and holidays

*Paid Parental Leave

*Employee Assistance Program

*Life insurance and disability