Job Title: Office/Clerical – Administrative Assistant

Duration: 7 months

Location: Remote

Job Description:

Must be available Monday – Friday 8am-5pm PST.

• Performs a variety of administrative functions in support of 2 leaders in the AI org plus their teams. Requires professionalism, discretion, sound judgment, and prompt responsiveness in a fast-paced, remote environment. The role requires the ability to manage competing priorities, work independently, and collaborate effectively across teams.
• Primarily responsible for managing calendars of the two executives, coordinating meetings, preparing and submitting expense reports, and arranging travel when applicable. Manages incoming requests and inquiries and routes information appropriately. Assists with meeting preparation, including agendas, materials, notes, and follow-ups. Supports coordination of team meetings, offsites, and events. May assist with drafting or formatting communications, basic research, procurement-related tasks, or small administrative projects depending on assignment scope.
• Partners closely with other administrative professionals, shared services teams, and cross-functional stakeholders to ensure smooth day-to-day operations. Maintains confidentiality and exercises discretion when handling sensitive information. Experienced working remotely and supporting leaders asynchronously across time zones.
• Proficient with standard productivity and collaboration tools, including calendar, document management, expense, and communication platforms (e.g., Google Workspace, Microsoft Office, Slack, Zoom). Utilizes available tools and technologies, including AI-enabled productivity tools when appropriate, to improve efficiency, organization, and workflow effectiveness.
• Has knowledge of commonly used concepts, practices, and procedures related to administrative support. Level of experience and degree of independence will vary based on assignment and internal Administrative Assistant level selected. May work under general direction while exercising judgment appropriate to the scope of the engagement. Has experience providing remote support and working asynchronously. Comfortable adopting new tools and technologies, including AI-enabled productivity features, to support administrative workflows and operational efficiency.