Executive Assistant

1 week ago


Lansing, United States Total AI Systems Inc. Full time

Total AI Systems develops commercial software solutions that harness the power of next-generation artificial intelligence to improve business performance. Our partners include banks, credit unions, utility companies, lenders, collection agencies, and various credit providers.


We are looking to hire an Executive Assistant to assist with various back office tasks. This hybrid position requires candidates to complete up to three weeks of on-site training at our office in Lansing, Michigan, and to attend monthly meetings at the same location.


The following is an overview of some of the responsibilities for this position: 


  • Participate in company meetings and produce meeting minutes for distribution to relevant parties. 
  • Support document preparation by completing forms, sending documents, and ensuring signed documents are properly executed and organized. 
  • Plan and coordinate company events, including trade shows, conferences, and meetings. 
  • Assist in managing the CEO’s email and calendar effectively. 
  • Contribute to various tasks, including recruiting, onboarding, and managing relationships with customers and vendors. 
  • Handle office tasks ensuring the smooth operation of the office environment. 
  • Manage the intake process for new employees, including checking out computers and ensuring they have the necessary equipment and resources.


This is a very diverse and demanding role and there are many tasks which may come up that are not listed above. Requirements of this position include: 


  • Must have a fun, easy-going, and confident personality and can think on their feet. 
  • Excellent communication skills, both verbal and written. 
  • 2+ years of experience working as an Executive Assistant.
  • Proficient with computers, possessing a strong knowledge of the Microsoft Office Suite. Experience using MacOS and other Apple devices a plus, but not required. 
  • Capable of typing at least 35+ WPM. 
  • Can be available on short notice, sometimes on the weekends and the evenings. 
  • Able to travel when needed, both locally, nationally, and internationally.

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