Executive Assistant

Vectara provides a scalable platform to deploy your Enterprise AI Agents and AI Assistants with Accuracy, Security, and Explainability like no other solution. Our enterprise RAG Platform offers unparalleled Accuracy, Security, and Explainability by leveraging the strongest models for retrieval, embedding, reranking, a optimized LLM trained for quality, and advanced Hallucination Mitigation. We are the developers of the Hughes Hallucination Evaluation Model and Correction model, core to ensuring accuracy, quality, and responsible AI that is production ready. These innovations have been cited in the New York Times, Visual Capitalist, and many other leading publications. This platform has allowed us to be very successful with over 100 Enterprise clients including the likes of large US military organizations, Financial services, Healthcare, and Manufacturing.

 

Our founding team includes industry veterans and experts in neural information retrieval and distributed systems from Google. Join us as we pursue our mission to help the world find meaning. People at Vectara are passionate about ensuring customers take advantage of breakthroughs in applied Artificial Intelligence (AI) to solve real-world technology and business problems today. Our team is a group of unquestionable all-stars in their respective fields of computer science and business from Google, Cloudera, Splunk, MongoDB, Elastic, and more.

 

Role Overview:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide exceptional support to our executive leadership team. In this pivotal role, you will manage schedules, coordinate communications, and ensure that day-to-day operations run smoothly. The ideal candidate is a self-starter with excellent interpersonal skills, a knack for problem-solving, and a commitment to confidentiality and discretion.

 

Key Responsibilities

• Executive Support:

  • Manage and maintain complex calendars, schedules, and appointments for executive leaders.
  • Organize and prepare materials for meetings, presentations, and events.
  • Handle travel arrangements, including booking flights, accommodations, and itineraries.
  • Serve as a gatekeeper, screening and prioritizing incoming communications.

• Administrative Coordination:

  • Coordinate internal and external meetings, including logistical support.
  • Prepare and edit correspondence, reports, and presentations as needed.
  • Oversee expense reports, reimbursements, and invoice processing.

• Team Collaboration:

  • Act as a liaison between executives and internal/external stakeholders.
  • Support cross-departmental initiatives and projects as assigned.
  • Assist in maintaining an organized and efficient office environment (if onsite).

• Special Projects:

  • Lead or assist with ad-hoc projects, research assignments, or event planning.
  • Identify opportunities for process improvement and implement solutions to enhance operational efficiency.

 

Qualifications

• Experience:

  • 3+ years of experience as an Executive Assistant or similar role supporting high level executives.
  • Experience in a technology, data, or AI-focused company is a plus.

• Skills:

  • Exceptional organizational and time-management skills with the ability to manage multiple priorities.
  • Strong written and verbal communication skills.
  • Proficiency in office tools such as Google Workspace.

• Attributes:

  • Discretion and integrity in handling confidential information.
  • A proactive, resourceful, and solution-oriented mindset.
  • Strong interpersonal skills and the ability to work collaboratively across teams.

 

Equity and Salary Range: 

Salary is just one component of Vectara’s employee compensation. Our full-time employees are also equity owners in the company, which although not an immediate cash component, can have positive impacts on long-term total compensation for each participating employee. We would be remiss if we didn’t highlight and celebrate our focus on engaging many of our employees in being economic co-owners of the business.

Vectara welcomes all. We value the collective wisdom of people from different backgrounds, experiences, abilities and perspectives.  We never discriminate on the basis of race, religion, national origin, gender identity or expression, sexual orientation, age, or marital, veteran, or disability status. Vectara has a positive and supportive culture—we look for people who are inventive and work to be a little better every single day. We seek to be smart, humble, hardworking and, above all, curious. After all, we are on a mission to find meaning.  

Perks and Benefits:

100% paid Medical, Dental, Vision begins on your first day! Option of Health Savings Account (HSA) or Flexible Savings Account (FSA). Generous paid time off (PTO) plus paid sick time, holidays, and company rest days. Professional development and training opportunities. Company virtual happy hours and fun team building activities and more.