Executive Assistant

Summary

Join a leading AI technology company as their Executive Assistant and provide crucial administrative support to various teams and executives. This fully remote role requires experience in technology teams, specifically in drafting meeting notes and email summaries, and handling administrative tasks. You will utilize AI tools and project management platforms to ensure efficient operations. Responsibilities include managing communications, travel arrangements, expense management, and project coordination. The ideal candidate is highly organized, detail-oriented, and possesses excellent communication skills.

Requirements

• 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

Responsibilities

• 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
• 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
• 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
• 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
• 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
• 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

Preferred Qualifications

• 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

Benefits

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