Administrative Assistant (Bay Area)

Lightmatter is leading the revolution in AI data center infrastructure, enabling the next giant leaps in human progress. The company invented the world's first 3D-stacked photonics engine, Passage, capable of connecting thousands to millions of processors at the speed of light in extreme-scale data centers for the most advanced AI and HPC workloads.

Lightmatter raised $400 million in its Series D round, reaching a valuation of $4.4 billion. We will continue to accelerate the development of data center photonics and grow every department at Lightmatter!

If you're passionate about tackling complex challenges, making an impact, and being an expert in your craft, join our team of brilliant scientists, engineers, and accomplished industry leaders.

Lightmatter is (re)inventing the future of computing with light!

We're looking for an Administrative Assistant to provide dedicated support to our SVP of Engineering & Operations and their VPs. If you're a proactive, highly organized professional who excels at managing complex schedules and facilitating smooth operations, we want to hear from you.

Key Responsibilities:

Executive Calendar & Travel Management:

• Proactively manage the SVP's calendar and support the schedules of other VPs, coordinating all meetings, calls, and events with precision.
• Optimize executives' time by preventing conflicts and ensuring preparedness for all engagements.
• Handle all aspects of executive travel, including flights, hotels, ground transportation, and detailed itineraries, adjusting swiftly for changes.

Meeting & Event Coordination:

• Facilitate preparatory work and alignment for meetings and events ensuring stakeholders are briefed, and objectives are clearly defined beforehand.
• Assist in the planning and execution of internal and external events involving the VPs and key stakeholders, ensuring all logistics are handled flawlessly.

Financial & Administrative Oversight:

• Process and monitor executive expense reports to ensure accuracy and policy compliance.
• Track and optimize travel budgets for cost efficiency and collaborate with Finance on departmental financial planning.
• Maintain organized digital and physical records, handling all sensitive information with the highest confidentiality
• Manage NDA processes, external vendor documentation, and Statement of Work (SOW) assistance for the Supply Chain team.
• Assist in preparing and distributing press releases and communications related to supply chain activities.

Qualifications:

• Bachelor's degree or equivalent experience.
• 2+ years of Administrative Assistant experience supporting senior executives in a corporate setting or performing administrative tasks.
• Exceptional organizational and time-management skills, with a proven ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong verbal and written communication abilities, adept at interacting with diverse stakeholders, including external partners.
• Proficiency in Google Workspace and Microsoft Office Suite.
• Demonstrated ability to maintain confidentiality and handle sensitive information with utmost discretion.
• High attention to detail and strong problem-solving skills.
• Highly proactive, self-motivated, and able to work independently, anticipating needs and taking initiative.

Preferred Qualifications:

• Prior experience working at a start-up
• Prior experience supporting engineering organizations

Although Lightmatter is on a hybrid model this specific role requires being in office 5 days a week.

We offer competitive compensation. The base salary range for this role determined based on location, experience, educational background, and market data.

Salary Range

$97,000-$106,000 USD

Benefits

• Comprehensive Health Care Plan (Medical, Dental & Vision)
• Retirement Savings Matching Program
• Life Insurance (Basic, Voluntary & AD&D)
• Generous Time Off (Vacation, Sick & Public Holidays)
• Paid Family Leave
• Short Term & Long Term Disability
• Training & Development
• Commuter Benefits
• Flexible, hybrid workplace model
• Equity grants (applicable to full-time employees)

Benefits eligibility may vary depending on your employment status. Lightmatter recruits, employs, trains, compensates, and promotes regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law.

Export Control

Candidates should have capacity to comply with the federally mandated requirements of U.S. export control laws.