Administrative Assistant 2

AI Platform Org Administrative Assistant

Purpose of the Team: The purpose of this team is supporting the development of AI agents and managing day-to-day operational and administrative needs for a large, fast-growing organization. The team provides foundational support that enables the broader org to operate efficiently.

Key projects: This role will contribute to executive and team support for a smaller AI team, including calendar support for a CVP, team coordination, and serving as backup administrative support across the broader AI admin group when additional coverage is needed.

Candidate Requirements: If you have initiative, drive, and are looking to be part of a fun and energetic team, this job is for you! The AI Platform Org is looking for an experienced and energetic administrative assistant to be responsible for providing excellent administrative and project support. Candidates must have excellent organizational, interpersonal and communication skills along with the ability to work independently and professionally with all levels in the organization. You must be resourceful and able to deal with ambiguity, possess solid project management and problem-solving skills, be able to work effectively under pressure and within short time constraints, prioritize while multi-tasking, and be flexible in the performance of the job responsibilities.

Key responsibilities include (but not limited to): Supporting a CVP with calendar management including travel arrangements. Proactive scheduling, detailed coordination and preparation, making decisions on shifting business priorities to ensure accurate scheduling and appropriate allocation of time, travel arrangements, and all expense reports. Partnering and cross-collaborating with AI Platform Administrative team as well as many parts of the organization. Partnering with HR, Staffing, and Finance as well as facilities for space management. Managing headcount, tracking open positions, creating requisitions, onboarding new hires, and keeping up to date with Headcount related tools. Maintaining distribution lists. Managing space allocation, anticipating possible compression issues, scheduling individual moves, and assisting with group moves for team members. Purchasing equipment for new hires and refreshes. Track assets, updating custodians, cost centers, PC Recycled assets, and equipment transfers. Reviewing operating budget and spend, identifying near-overages and issues. Partnering with Finance to ensure no reporting discrepancies. Acting as interim approver on all team expense reports, ensuring coding accuracy. Organizing and planning off-sites and morale events and also cross-collaborating, planning, and support on team and org events including All-Hands Meetings, morale events, and others as needed. Understand the rhythm of the business and ship cycles in order to most effectively plan events and meetings, anticipate spend, and provide support based on the business needs at the time.

Qualifications include: Minimum of 4 years of demonstrated successful administrative experience in a fast-paced administrative capacity. High level calendaring experience. Strong verbal and written communication skills to support working with team members in various locations. Detail-oriented with strong problem-solving and troubleshooting skills. Strong cross-team collaboration skills. Ability to be flexible and work quickly and efficiently in a fast-paced environment. Ability to react with appropriate urgency to situations and requests. Must be able to maintain confidentiality and use discretion and judgment at all times. Exercise sound judgment, tact, diplomacy, integrity and professionalism in all communications. Proficiency in: Outlook, Excel, Word and experience in Employee Central, TA Hub, HR Insights, Client, Informa, and MS Space preferred. Ability to lift and move standard office equipment (i.e. computers and peripherals).

Day in the life is pretty identical to the job description. This would be managing the calendar for a CVP and supporting his team of about 35 people. This would include managing headcount, new hires, equipment, space, etc. Previous experience working with SAWs is preferred but not required.

Top 3 Hard Skills: 2-4 years of experience only 1. Previous experience as an administrative assistant level 1 or 2, group admin, team/onboarding, and equipment support admin. 2. Experience onboarding new hires & equipment ordering (they will need to be able to answer general questions about setting up computer/monitors/cables, understand ordering equipment, etc. --- this is primarily what they will do in the role so they should be "tech savvy" 3. Experience with MyDevice and MyOrder (they will use these to order equipment).