Executive Assistant, Office of the CEO

Executive Assistant

GrayMatter Robotics is a Los Angelesbased 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.

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

37 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

High 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 (

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 accommodations@graymatter-robotics.com 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.