Executive Assistant

Summary

Join AI Fund, a startup studio building AI companies, as a contract Executive Assistant to support the Managing General Partner, Dr. Andrew Ng, during his EA's leave (3-5 months). This remote role (preference for Bay Area candidates) requires managing complex calendars, arranging travel, planning events, handling expense reports, and managing the letter of recommendation process. You will also support the COO and Operations Manager on operational and administrative tasks. The ideal candidate possesses strong organizational and communication skills, experience supporting C-suite executives, and proficiency in various software and tools. This is a fantastic opportunity to contribute to a dynamic AI venture firm.

Requirements

• Bachelor's Degree in Business Administration, or related fields
• A minimum of 5 years of experience in administrative roles is required, with a strong preference for experience supporting C-Suite executives
• Strong organizational skills that reflect the ability to own and manage complex calendars, prioritize multiple tasks seamlessly with excellent attention to detail
• Strong written and verbal English communication and interpersonal skills, with the ability to draft, edit, and proofread executive-level materials
• Strong problem-solving skills and ability to anticipate needs, prioritize tasks efficiently, proactively resolve issues, and adapt in a fast-paced environment
• Demonstrated ability to use good judgment and discretion in handling confidential and sensitive information
• Highly resourceful team player, with the ability to work independently and ask relevant questions to do one’s job effectively
• Demonstrated ability to meet deadlines in a fast-paced environment
• High level of responsiveness and adaptability – Ability to support a dynamic executive with a fast-paced schedule (including across multiple time zones when he travels). While work-life balance is respected, the role requires proactive communication and timely execution to ensure priorities are managed effectively
• Proficiency in office software, project management and collaboration tools (e.g., Google Workspace, Microsoft 365, Asana, Slack, Zoom) and willingness to adapt to new technologies

Responsibilities

• Proactively manage the Managing General Partner’s calendar by prioritizing and scheduling meetings with internal and external stakeholders, ensuring optimal time management and efficiency
• Anticipate conflicts, provide strategic recommendations, and ensure the Managing General Partner is well-prepared with necessary context and briefing materials for each engagement. Track action items and ensure timely follow-ups
• Provide business travel arrangements for the Managing General Partner, and other staff members as needed. Plan and help with logistics for a variety of events for AI Fund and its ecosystem companies
• Submit monthly expense reports for reimbursement or upload receipts for the Managing General Partner
• Project Manage the Letter of Recommendation Process: Track incoming recommendation requests and deadlines, edit drafts, coordinate reviews with the Managing General Partner for final approval, and submit letters of recommendation. (Stanford applications, Immigration-based Talent visa applications for ecosystem partners, etc.)
• Drive the logistics and communications for the Managing General Partner’s Speaking engagements/conferences and ensure seamless coordination with event organizers and execution
• Prepare/assist with presentations, reports, and other documentation needed by the Managing General Partner
• Voicemail box follow-up
• Support COO and Operations Manager on miscellaneous operational and administrative matters

Preferred Qualifications

Some experience in Marketing, Communications, or Event Management is preferred to effectively coordinate speaking engagements, conferences, and external communications

Benefits

Flexibility of remote work