IMPORTANT: A 2–3 minute introduction video is required to apply. Applications without a video will not be considered.

ABOUT THE ROLE

MachineStation is a growing CNC machinery company serving manufacturers across the United States and international markets.

We are looking for a highly capable Executive Assistant to the CEO who can help the CEO stay focused, organized, and ahead of priorities while making sure important decisions, commitments, and follow-ups actually reach completion.

This is not a traditional administrative assistant, receptionist, or office coordinator role. Your job is to increase the CEO’s effectiveness and execution capacity.

WHAT YOU’LL DO

Follow-Up & Closure
This is one of the most important parts of the role.

• Capture action items, commitments, requests, and decisions from CEO meetings and conversations.
• Track owners, deadlines, approvals, and pending decisions.
• Proactively follow up with team members and keep unresolved items visible until they are closed.
• Make sure requested information reaches the CEO when promised.

You do not take over other people’s responsibilities. You make sure the right person follows through on them.

CEO Meeting Preparation & Management

• Prepare the CEO before meetings with relevant context, previous commitments, open items, and decisions needed.
• Attend selected meetings and capture decisions, owners, deadlines, and next steps.
• Follow up after meetings so action items do not disappear into notes or messages.

We do not need lengthy meeting minutes. We need clarity, ownership, deadlines, and execution.

Learn the Business

You are not expected to know CNC machinery when you start. Your onboarding will include structured exposure to Sales, Marketing, Purchasing, and Operations.

• Additional exposure to Accounting, Finance, HR, and leadership processes.

The goal is not to make you an expert in every department. It is to help you understand what matters, who owns what, what requires the CEO, and what needs to happen next.

In-Person Executive Support

This position is intentionally based at our Lake Elsinore facility. You should be equally comfortable behind a computer and walking through an industrial facility getting answers.

You may be asked to physically verify information, speak with team members, gather updates across departments, prepare information before meetings, coordinate executive projects, conduct research, assist with travel or presentations, and help resolve matters that require in-person follow-through.

AI & TECHNOLOGY — NON-NEGOTIABLE

MachineStation actively adopts technology and AI to improve how we work.

We do not expect you to know every software platform on Day 1, but you must already be technologically confident, curious, and capable of learning new systems independently.

You should be comfortable with modern business software such as Google Workspace, spreadsheets, CRM and task-management systems, cloud-based applications, ChatGPT, AI research and productivity tools, video conferencing, and meeting-transcription tools.

When introduced to a new platform, your instinct should be: “Let me explore it, learn it, and figure out how we can use it.”

We will teach you MachineStation, our industry, our people, our processes, and how the CEO works. We do not want to spend the first several months teaching basic computer skills or convincing someone to adopt modern technology.

REQUIREMENTS

• Fluent in English and Spanish — required.
• Highly organized, reliable, punctual, and detail-oriented.
• Sharp, resourceful, and quick to learn.
• Strong with computers, business software, AI, and emerging technology.
• Excellent at follow-through and comfortable reminding people about commitments and deadlines.
• Strong written and verbal communicator who can work confidently with employees at different levels.
• Comfortable managing multiple changing priorities in a fast-moving entrepreneurial environment.
• Professional and discreet with confidential information.
• Able to work full-time, in person, from our Lake Elsinore facility.

CNC or machinery experience is NOT required. We can teach our industry. What matters more is judgment, ownership, organization, technology aptitude, curiosity, adaptability, and the ability to learn.

THIS ROLE IS NOT FOR SOMEONE WHO WANTS TO

• Wait for the CEO to tell them what to do next.
• Spend most of the day on repetitive administrative or data-entry work.
• Avoid technology or AI.
• Follow the exact same routine every day.
• Become the administrative assistant for everyone in the company.

Administrative responsibilities will be part of the position, but they are not the reason this role exists.

The right person naturally thinks:
“What is still open? Who owns it? When is it due? What does the CEO need to know? What can I resolve without consuming more of his time?”

WHAT SUCCESS LOOKS LIKE

As you learn the business, the CEO should spend less time chasing information, remembering commitments, reconstructing meetings, searching through messages, and repeatedly following up on previously assigned work—and more time making decisions, developing people, working with customers, allocating capital, and driving growth.

GROWTH OPPORTUNITY

For the right person, this can become a highly trusted, long-term position working directly alongside the CEO, with exposure to Sales, Marketing, Purchasing, Operations, Finance, HR, Business Development, Industrial Machinery, and Strategic Initiatives.

As your understanding, judgment, and capabilities grow, so can your responsibilities and compensation.

SCHEDULE & LOCATION

Full-Time | In-Person
MachineStation — Lake Elsinore, California
This is not a remote or hybrid position.

How to Apply

Introduction Video Required — Non-Negotiable

A resume is welcome, but applications without an introduction video will not be considered.

Please record a 2–3 minute introduction video. A simple phone or laptop recording is completely fine. We are not evaluating video production or editing quality. We want to see how you communicate, organize your thoughts, present yourself, and approach work.

Please answer these questions in your video:

1. Tell us briefly about yourself and why this Executive Assistant to the CEO role interests you.
2. Follow-Through: Tell us about a time when you were responsible for making sure other people completed commitments or met deadlines.
3. Organization: If the CEO gives you several unrelated requests throughout the day while you are already managing other priorities, how would you make sure nothing gets forgotten?
4. AI & Technology: How do you currently use ChatGPT or another AI tool in your work or personal life? Give us one specific example.
5. Learning New Software: Tell us about a software or technology platform you had never used before and had to teach yourself. How did you approach learning it?
6. Initiative: When you are given a task you do not know how to complete, what do you normally do before going back to your manager for help?
7. English & Spanish: Please speak briefly in both English and Spanish during your video so we can confirm that you can communicate comfortably in both languages.

Submission

Please submit:

• Your 2–3 minute introduction video or a shareable video link
• Your resume , if available

Important: A resume submitted without the required introduction video will not move forward in the hiring process.