Executive Assistant

Job Description

Executive Assistant & HR Coordinator\n

Supporting Two C-Suite Executives | Startup AI Technology Company

We are seeking a highly organized, proactive, and dependable Executive Assistant & HR Coordinator to support two C-suite executives at a growing AI technology startup .

This is a hands-on role for someone who can anticipate the needs of leadership, keep the executives organized and efficient, and assist with the company's day-to-day HR and administrative needs. The ideal candidate is comfortable in a fast-moving startup environment and enjoys taking ownership of a variety of responsibilities.

Executive Assistance

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• Manage and coordinate calendars, meetings, appointments, and travel for two C-suite executives.
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• Prioritize scheduling and ensure executives are prepared for meetings and commitments.
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• Manage emails, correspondence, and follow-ups as needed.
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• Prepare meeting agendas, documents, presentations, and other materials.
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• Take meeting notes and track action items.
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• Coordinate calls and meetings with clients, partners, investors, and internal teams.
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• Assist with personal and professional administrative tasks related to the executives.
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• Maintain confidentiality regarding sensitive business and executive information.
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HR & Administrative Support

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• Assist with employee onboarding and offboarding.
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• Coordinate interviews and recruiting activities.
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• Maintain employee records and HR documentation.
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• Assist with benefits, PTO, payroll coordination, and employee communications.
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• Help coordinate company events and employee initiatives.
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• Serve as a point of contact for routine employee questions and administrative needs.
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Startup & Office Support

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• Assist with day-to-day administrative needs of the company.
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• Coordinate vendors, subscriptions, supplies, and other company resources.
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• Assist executives with special projects and research.
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• Help implement systems and processes that keep the company organized and efficient.
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• Utilize AI and technology tools to improve productivity and streamline administrative tasks.
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• Bachelor's degree required in Business Administration, Human Resources, Communications, Management, or a related field.
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• Previous experience as an Executive Assistant, Personal Assistant, Administrative Manager, or similar role preferred .
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• Experience supporting senior executives preferred.
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• Experience in a startup or technology company is a plus .
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• Exceptional organization and attention to detail.
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• Excellent written and verbal communication skills.
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• Ability to anticipate needs and work independently.
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• Strong judgment and discretion when handling confidential information.
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• Comfortable managing multiple priorities in a fast-paced environment.
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• Tech-savvy and comfortable learning new AI and technology platforms.
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• Must live within a reasonable driving distance of East Boca Raton, Florida.
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Most importantly, we're looking for someone who is proactive, highly organized, trustworthy, and solution-oriented —someone who can become an essential right hand to two C-suite executives and help keep the company running smoothly as it grows.