Senior Executive Assistant and Office Coordinator

2 weeks ago

San Francisco, California, United States Operant AI Full time
Job Overview

Operant AI is on the lookout for a dedicated Senior Executive Assistant and Office Coordinator to provide comprehensive support to our executive team and manage our office operations.

Role Responsibilities:
  • Executive Support:
    • Oversee complex scheduling for executives, including organizing meetings and travel logistics.
    • Prepare essential materials and briefings for the CEO, CTO, and CMO prior to meetings.
    • Coordinate travel arrangements, ensuring all details are meticulously handled.
    • Exhibit efficiency and attention to detail in all tasks.
    • Be available during business hours to manage urgent requests and coordinate last-minute meetings.
    • Handle financial documentation, including expense reports and budgets.
    • Draft and refine documents, reports, and presentations.
  • Meeting Management:
    • Facilitate executive meetings by preparing agendas, recording minutes, and tracking action items.
    • Organize logistics for board meetings, ensuring all participants are accommodated.
    • Coordinate schedules and logistics for executive participation in conferences and events.
  • Communication Facilitation:
    • Act as a professional liaison between the executive team and various stakeholders.
    • Enhance communication within the executive team and across departments.
    • Manage sensitive information with the utmost confidentiality.
  • Office Management:
    • Serve as the primary contact for office management and maintenance.
    • Ensure the office environment is maintained to a high standard of cleanliness and professionalism.
    • Communicate any facility issues to the executive team and coordinate with service providers for resolution.
    • Manage IT requirements for hybrid meetings, ensuring seamless connectivity.
    • Welcome guests and represent the company’s brand positively.
  • Cultural Representation:
    • Promote and embody the values and culture of Operant AI.
    • Organize team-building activities and company events.
    • Maintain strong relationships with key partners and stakeholders.
Qualifications:
  • Education: Bachelor’s degree.
  • Experience: 5+ years in an executive assistant role within a dynamic startup environment.
  • Skills:
    • Exceptional organizational and time management abilities.
    • Strong attention to detail and accuracy.
    • Proficient in cross-functional team collaboration and effective communication.
    • Advanced documentation skills, with proficiency in spreadsheets and document management tools.
    • Ability to handle confidential information with integrity.
    • Adaptability to fast-paced environments and capacity to manage stress effectively.
    • Problem-solving skills and flexibility to navigate changing situations.
  • Additional Requirements:
    • Willingness to work outside standard hours when necessary.
    • Ability to travel domestically and internationally as required.
    • Composure under pressure and cultural sensitivity.
  • Personal Attributes:
    • High integrity and ethical standards.
    • Ability to work autonomously and collaboratively.
    • Strong interpersonal skills for relationship building.
Work Environment:

Operant AI operates as a remote-first organization, welcoming qualified candidates from across the US and Canada. This role requires availability during core business hours and flexibility for customer and business needs.

What We Offer:

Operant AI provides an inclusive workplace that fosters open communication and supports your career growth in a vibrant startup atmosphere.

Benefits:
  • Comprehensive medical, dental, and vision insurance
  • Life insurance coverage
  • 401k retirement plan
  • Paid holidays and generous PTO
  • Equity options

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