Administrative Assistant

Overview

Agility Partners is seeking an Administrative Assistant to support a fast-growing CoreAI organization focused on AI platform development and operational excellence. This role provides executive and team administrative support, including calendar management for a CVP, onboarding coordination, operational support, and event planning for a dynamic AI-focused organization.

Key Responsibilities

• Provide calendar management and administrative support for a CVP and a team of approximately 35 employees
• Manage complex scheduling, meeting coordination, and shifting business priorities
• Coordinate travel arrangements and expense reporting
• Support onboarding activities including headcount tracking, requisition creation, and new hire coordination
• Maintain distribution lists and organizational tracking tools
• Manage office space allocation, equipment requests, and team moves
• Track assets, equipment transfers, custodians, and cost centers
• Review operating budgets and support expense report approvals for coding accuracy
• Partner cross-functionally with HR, Staffing, Finance, Facilities, and administrative teams
• Coordinate off-sites, morale events, All-Hands meetings, and team events
• Provide backup administrative support across the broader CoreAI admin team as needed
• Support day-to-day operational needs in a fast-paced AI organization