Executive Assistant to the CEO

About the company

Machina Labs is building software-driven manufacturing systems that bring the pace of software into the world of metal production. The company develops intelligent, flexible factory systems that combine advanced metal forming, robotics, and automated manufacturing to turn digital designs into complex metal parts quickly. Supported by Lockheed Martin, Toyota, and NVIDIA, the team is focused on creating the production backbone for defense, aerospace, and advanced mobility applications.

Role overview

Machina Labs is looking for an Executive Assistant to work closely with the CEO and keep daily priorities, communication, scheduling, travel, and coordination running smoothly. The role is designed to help the CEO stay focused and effective by organizing meetings, travel, projects, and key deliverables. It also requires acting as a reliable partner who helps maintain alignment, structure, and readiness for interactions with employees, customers, investors, partners, and other stakeholders. This position suits someone who is highly organized, resourceful, detail-focused, and comfortable in a fast-moving startup setting. It also offers exposure to executive leadership, advanced manufacturing, robotics, and a rapidly growing technology company.

Key responsibilities

• Oversee the CEO’s calendar and manage complex scheduling across multiple time zones and competing commitments.
• Arrange domestic and international travel, including flights, hotels, ground transport, visas, and complete itineraries.
• Create travel plans, briefing packs, meeting support materials, and documentation for conferences, customer visits, and business trips.
• Organize internal and external meetings, covering agendas, logistics, notes, and follow-up tasks.
• Monitor priorities, deadlines, and deliverables to keep leadership and cross-functional work on track.
• Act as a point of contact between the CEO and internal teams, customers, investors, partners, vendors, and other outside stakeholders.
• Help prepare presentations, reports, correspondence, executive messages, and leadership documents.
• Handle expense reporting and general administrative support.
• Work with the Office & Employee Experience Manager on company events, leadership offsites, employee engagement, visitor coordination, and workplace programs.
• Contribute to special projects and operational initiatives across the business as required.
• Spot potential issues early and take initiative to solve problems before they escalate.
• Manage sensitive and confidential information with professionalism and discretion.
• Help strengthen operational discipline by bringing order, accountability, and organization to everyday work and longer-term efforts.
• Keep records, documentation, and action-item tracking well organized to support follow-through and clear communication.
• Take on other executive and administrative duties as assigned.

Required experience and qualifications

The role calls for 5–7 years of experience in executive support, team support, business operations, or a related area. Candidates should bring excellent organization, strong attention to detail, and solid written and verbal communication skills. The ability to juggle multiple priorities, respond quickly in a changing environment, and manage competing requests is essential. Strong judgment, professionalism, discretion, ownership, and follow-through are also important, along with a proactive approach to solving problems. Comfort working in a startup environment where priorities shift frequently and flexibility is needed is a must. Proficiency with Microsoft Office, Google Workspace, and common business collaboration and productivity tools is expected.

Preferred qualifications

Extra value will be given to candidates who have supported a founder, CEO, or executive leadership team; arranged domestic and international travel; or worked in startups, manufacturing, robotics, aerospace, technology, or other high-growth environments. Experience in project coordination or operations, supporting company events, employee engagement activities, leadership offsites, or internal initiatives is also helpful. Familiarity with executive-level stakeholders, customers, investors, partners, or board members is a plus, as is experience with tools such as Asana, Notion, Airtable, Monday.com, or similar platforms.

Compensation and benefits

The base salary for this role is $85,000 to $105,000 per year, with final pay depending on experience, qualifications, and how closely the candidate aligns with the scope of the position. In addition to base compensation, the company provides a competitive benefits package and stock option participation.

Equal opportunity and accessibility

Machina Labs is an equal opportunity employer and follows affirmative action and equal employment opportunity principles. All applicants are considered without regard to race, color, religion, sex, gender identity, gender expression, sexual orientation, national origin, age, disability, or protected veteran status, in line with applicable state and federal law. The company also works to make the application process accessible to all candidates. If a disability affects your ability to complete the process and you need assistance or a reasonable accommodation, you can contact the company at (888) 444-9777. This number is for accommodation requests only and should not be used to ask about application status.

Hiring process note

The company may use AI-based tools during parts of the hiring process, such as screening applications, reviewing resumes, or checking responses for inconsistencies or verification signals using available information. These tools support the recruitment team but do not replace human judgment, and final hiring decisions are made by people. If you want more information about how your data is processed, you may contact the company directly.