Strategic Executive Assistant to AI Lab Director

Institute of Foundation Models; Sunnyvale (CA); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Bonus

401K Plan

Generous paid time off

Paid parental leave

Employee Assistance Program

Life insurance and disability

Job summary

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.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Executive support

Calendar management

Cross-border coordination

Discretion & confidentiality

Strong communication

Education

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

Tools

Microsoft Office

Slack

Global virtual meeting tools

Tracking platforms

Job description

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.