Executive Assistant

2 weeks ago

Ann Arbor MI United States Amy Cell Talent Full time

Stealth-Mode Tech Startup is looking for new team members that can contribute to the organization. If you thrive in the startup environment and are looking for an exciting opportunity, read on

About Us

We are an Ann Arbor based stealth-mode startup that specializes in robotic technologies for applications in various domains. We are a small team of highly motivated, enthusiastic, and hard-working folks. We operate as a tight-knit team with a great collegial work environment.

About the Role

This is an exciting opportunity for a candidate looking for opportunities to grow. The Executive Assistant will be responsible for ensuring the smooth operation of the office and administrative functions. This role requires a highly organized, detail-oriented individual with excellent communication and organizational skills. The Executive Assistant will manage office supplies, handle administrative tasks, coordinate office events, and support the overall efficiency of the office environment.The Executive Assistant will also manage the company's procurement activities.

Key Responsibilities include:

  • Maintain office services by organizing office operations and procedures, preparing payroll, managing correspondence, designing filing systems, and reviewing and approving supply requisitions.
  • Managing, organizing, and planning travel and events.
  • Coordinating and scheduling meetings and appointments.
  • Managing the office budget and expenditures.
  • Implementing and maintaining office procedures and policies.
  • Assisting with human resource functions, including payroll, ensuring compliance with labor laws and regulations, and managing non-US employees.
  • Own the purchasing process for the Company: this includes NDA execution, price and lead time discussion and negotiation, purchase requisition, purchase order placement, delivery tracking and expediting, shipment coordination, and material discrepancy reporting.
  • Preparing proposals, requesting quotes, and negotiating purchase terms and conditions.
  • Researching and identifying prospective suppliers. Maintain a preferred supplier list.
  • Monitoring supplier performance and resolving issues and concerns.
  • Liaising with internal project teams and maintaining strong supplier relations.

About you

  • Candidate should be highly organized and willing to learn
  • High degree of attention to detail and ability to follow instructions and guidelines
  • Clear and effective communicator
  • Basic understanding of Accounting and Bookkeeping principles
  • Proficiency in using Google Suite (docs, Sheets, Slides, Gmail, Calendar)
  • Proficiency in using MS Office Suite (Word, PPT, Excel, etc.)
  • Strong data entry skills with a high level of accuracy
  • Familiarity with order entry processes and inventory management systems
  • Ability to learn new software tools (including Slack, QuickBooks, etc.)
  • Good working knowledge of purchasing strategies to maximize quality while reducing costs (e.g. optimizing volume based pricing, supplier consolidation and management, supplier redundancy).

Compensation

We offer competitive pay and a supportive workplace. Work hours are flexible and work mode could be in-person or hybrid. Actual compensation will be commensurate with level of experience and expertise of the candidate, and on the job performance.

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