Executive Assistant

Our client, a leading AI technology company, is looking for an Executive Assistant to join their team and provide crucial administrative support. This role is ideal for someone with experience working in technology teams, especially in drafting meeting notes, and email summaries, and handling administrative tasks. You will support various teams and executives using AI tools and project management platforms to ensure efficient and seamless operations.

Location: Fully-Remote (Work from Home), 9 AM - 5 PM EST

Key Responsibilities:

• Administrative Support:

  • Handle day-to-day administrative tasks, ensuring smooth operations for the executive and technology teams.

  • Draft meeting notes, email summaries, and other necessary documentation to keep teams aligned.

• Communication & Coordination:

  • Manage internal communications on platforms like Slack, Teams, and other tools, ensuring all important updates and messages are organized.

  • Communicate effectively with internal teams, stakeholders, and clients, providing updates and clarifications when needed.

• Travel & Expense Management:

  • Organize travel arrangements (flights, hotels, etc.) and handle expense management for executives, ensuring everything is in order.

  • Use travel and expense management systems to track expenses and maintain budget accuracy.

• Project Management:

  • Assist in the use of project management tools such as Jira and Trello to ensure tasks are tracked and deadlines are met.

  • Help coordinate projects and workflows across different departments to ensure efficient collaboration.

• Technology & AI Tools Support:

  • Familiarity with using AI tools such as ChatGPT and Claude to assist with administrative functions.

  • Utilize Docusign and Docsend for document management and signing, ensuring all contracts and agreements are handled efficiently.

• Data Entry Proficiency:

  • Handle data entry tasks accurately, ensuring that all information is correctly input and up to date.

  • Strong ability to work with numbers and data, performing simple calculations when necessary.

What Success Looks Like:

• Organized & Detail-Oriented:

  • Exhibits exceptional organizational skills, managing multiple tasks with high accuracy and attention to detail.

  • Ensures effective management of both administrative tasks and ongoing projects.

• Strong Communication:

  • Excellent written and verbal communication skills, particularly for drafting summaries and emails that align with team goals.

  • Proven ability to coordinate across teams and ensure clear communication internally and externally.

Qualifications:

• Experience:

  • 2+ years of experience as an Executive Assistant or similar role, preferably within technology or AI-related industries.

  • Strong background in administrative support and familiarity with technology teams.

• Preferred Skills:

  • Familiarity with Slack, Teams, Jira, Trello, Docusign, and/or Docsend is highly advantageous

  • Ability to work efficiently with data entry, math-related tasks, and using AI tools like ChatGPT and Claude.

  • Fluent in English with excellent communication skills, both written and verbal.

Opportunity
This is a great opportunity to join an innovative AI company and provide vital administrative and operational support. If you're tech-savvy, highly organized, and enjoy collaborating with diverse teams, we encourage you to apply!

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form

• Record a video showcasing your skill sets