Executive Assistant for AI Research & Investments

Astera Institute; Emeryville (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

Astera Institute is hiring an Administrative Assistant to support our Head of AI Research and Head of Strategic Investments. You’ll split time between leaders, supporting day-to-day operations and broader ops as a member of the People Operations team.

This role sits at the intersection of frontier research and early-stage investing, engaging with scientists, founders, and external partners. An AI-forward mindset helps you build fluency and grow with the role.

Qualifications

• Prioritization & organizational skills required to manage two leaders and shifting workloads.
• Strong communication skills for scientists, founders, and partners.
• Proactive mindset with ability to anticipate needs before asked.
• Start-up mentality with willingness to evolve role over time.
• Discretion handling confidential investment and financial information.

Responsibilities

• Manage complex, multi-timezone calendars for two leaders.
• Coordinate domestic and international travel and conference registrations.
• Act as first point of contact for inbound requests and triage.
• Oversee finance admin: expense reports, procurement, budget tracking.
• Prepare meeting materials, agendas, briefing docs and follow-ups.
• Track action items and ensure timely deliverables.
• Maintain organized shared drives and filing systems.
• Coordinate guest and visitor logistics (meeting rooms, badging, hospitality).
• Support research team events, seminars, and offsites; onboarding logistics for new hires.
• Schedule meetings with researchers and collaborators; coordinate recruiting onsite.
• Conduct light research and support special projects.
• Schedule founder pitches and investor meetings; maintain deal pipeline/CRM.
• Coordinate board meeting logistics and materials; handle confidential information.

Skills

Prioritization & organizational skills

Relationship orientation & comms

Proactive

Start-up mentality

Discretion

Growth mindset

Creative problem solving

Mission drive

Job description

Astera Institute is hiring an Administrative Assistant to support our Head of AI Research and Head of Strategic Investments. You’ll split time between leaders, supporting day-to-day operations and broader ops as a member of the People Operations team.

This role sits at the intersection of frontier research and early-stage investing, engaging with scientists, founders, and external partners. An AI-forward mindset helps you build fluency and grow with the role.