Executive Assistant, Office of the CEO

Summary

GrayMatter Robotics is a Los Angeles–based robotics startup pioneering AI-powered robotic cells for high-mix manufacturing. Our mission is to empower workers and manufacturers by automating surface finishing processes such as sanding, polishing, and coating. With a Robots-as-a-Service business model, strong investor backing, and rapid growth, we are scaling across industries like aerospace, specialty vehicles, maritime, and consumer goods.

About the Role

We are seeking a strategic Executive Assistant (EA) to partner closely with our CEO and provide secondary support to our executive team. This role is focused on enabling the founder(s) to operate at maximum effectiveness. The EA will manage calendars, logistics, and operational details while also providing project management and coordination across the company.

This role requires someone who is organized, proactive, and able to balance tactical execution with strategic enablement. You’ll protect executive time, ensure meetings and events run seamlessly, and act as the connective tissue that keeps details from slipping through the cracks.

What You’ll Do

• Calendar & Scheduling

  • Manage complex calendars for CEO and exec. team

  • Gatekeep inbound requests and protect deep work time

  • Coordinate investor, customer, and partner meetings

• Travel & Logistics

  • Plan domestic and international travel itineraries

  • Book flights, hotels, and ground transport

  • Handle reimbursements and expense reports

  • Manage other logistics as needed

• Meeting Enablement

  • Prepare agendas, refine decks, and track follow-ups

  • Coordinate prep packages with subject matter experts

  • Circulate notes and act as “gentle enforcer” to ensure deliverables are closed

• Project Tracking & Internal Coordination

  • Track milestones for projects requiring CEO visibility

  • Program/Project manage execution of materials for high-stakes meetings

  • Support internal coordination touchpoints (e.g., all-hands, team communication)

• Operational Hygiene

  • Maintain consistency in information shared by leadership

  • Support process hygiene across recurring workflows

What Success Looks Like

• The CEO’s time is optimized for high-leverage activities

• Meetings, travel, and events run seamlessly with no surprises

• Project milestones and follow-ups are tracked and closed on time

• Internal coordination touchpoints are well-coordinated and aligned with leadership’s vision

• The EA is seen as a proactive, trusted partner by the executive team

Export Control Requirements

In order to comply with the export regulations of the United States Government, it is required that the applicant must fall under one of the following categories: (i) U.S. citizen or national, (ii) U.S. lawful permanent resident (i.e. current green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158.

Minimum Qualifications

• 3–7 years of experience supporting executives in fast-paced, high-growth environments

• Exceptional organizational and communication skills with high attention to detail

• Proactive, solutions-oriented, and comfortable working in ambiguity

• High discretion and professionalism when handling sensitive information

• Strong project coordination skills — able to prompt, track, and close loops without being the subject matter expert

• Available to work onsite at our Carson, CA headquarters, 5 days a week

• Mission-driven and energized by contributing to a company shaping the future of manufacturing

• Willingness to be available whenever necessary with the flexibility to support the dynamic needs of a high-growth startup

• Comfortable with ambiguity and shifting priorities

• Strong track record of a bias for action with precise execution and timely completion of tasksHigh proficiency with tools like Google Workspace (Docs, Sheets, Slides, Calendar), Microsoft Office Suite, and Zoom

• Direct, candid, and efficient communicator who can work closely with executive leadership

• Willingness to travel as needed (<20%)

Preferred Qualifications

• 10+ years supporting a C-level executive, ideally a CEO or founder in a high-growth company or startup environment

• Experience coordinating board meetings, investor relations activities, and/or confidential strategic projects

• Proven ability to anticipate needs, take initiative, and solve problems proactively

• Experience managing special projects, vendor relationships, or junior staff

• Strong interpersonal skills with a track record of building trust across teams
  

GrayMatter Robotics provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. We celebrate diversity and are committed to creating an inclusive environment for all employees. We encourage and embrace applicants of all backgrounds to apply!

GrayMatter Robotics is committed to providing reasonable accommodations for candidates with disabilities. If you believe you require accommodations during the recruiting process, please contact [email protected] to submit your request.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

This role is open to discussion as either a full-time salaried position or a contract/hourly arrangement, depending on the candidate’s experience and preference. Compensation for this position includes the base salary range of $75,000 - $150,000 USD plus equity. We also provide comprehensive benefits and perks which include but are not limited to medical, dental, vision, unlimited PTO, 401(k) plan + employer match, regular offsite events, a discretionary fund for enhancing productivity and so much more! The range listed on job postings reflect the minimum and maximum new hire salary across levels in Los Angeles, CA.