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Executive Assistant and Office Manager

Cohere

Cohere

Administration, Operations
New York, NY, USA
Posted on Monday, July 1, 2024
Who are we?
Our mission is to scale intelligence to serve humanity. We’re training and deploying frontier models for developers and enterprises who are building AI systems to power magical experiences like content generation, semantic search, RAG, and agents. We believe that our work is instrumental to the widespread adoption of AI.
We obsess over what we build. Each one of us is responsible for contributing to increasing the capabilities of our models and the value they drive for our customers. We like to work hard and move fast to do what’s best for our customers.
Cohere is a team of researchers, engineers, designers, and more, who are passionate about their craft. Each person is one of the best in the world at what they do. We believe that a diverse range of perspectives is a requirement for building great products.
Join us on our mission and shape the future!
About the role:
The People Operations team at Cohere is looking for someone who thrives in a dynamic, collaborative, and fast-paced environment to help support our New York office and leadership team. You will split your time in the role (roughly 70% as Executive Assistant and 30% as Office Manager). This position is based onsite (we’re located at 1 Little W 12th St.), and candidates must be available to be in the office five days a week.
As an Executive Assistant, you will have the opportunity to work cross-functionally and provide high value and impact. You will manage multiple executive calendars, travel coordination, team building, and various other projects.
As Office Manager for our new office, you’ll manage everything from all the behind-the-scenes logistics to coordinating engaging team events in order to ensure an incredible employee experience. You’ll have a lot of responsibility in this role and you will be impactful in helping to build our office culture.

As an Executive Assistant, you will:

  • Manage the day-to-day schedules for 2-3 executive-level members of the leadership team, including some personal assistant duties
  • Coordinate internal and external meetings (think 1:1s, board meetings, partner meetings) and assist with documentation that may be required in conjunction with meetings
  • Oversee travel arrangements and logistics for our leadership team
  • Work to identify new ways to add value and proactively take on tasks to help our leadership team be more productive. We’re looking for someone who loves to optimize operations and processes and is equally excited to share their ideas with our team!
  • Coordinate team events and offsite
  • Communicate effectively with internal and external stakeholders while maintaining a strict level of confidentiality

As an Office Manager, you will:

  • Have 2-3 years of experience working as an Executive Assistant, Administrative Assistant, Office Manager, or similar roles.
  • Proven experience partnering with senior leaders in a fast-paced, growing, innovative environment.
  • Experience managing multiple calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules
  • Professional-level experience with tools like Google Workplace (Calendar, Mail, Docs, Sheets, Google Meet, etc.) and Slack

Essential soft skills:

  • Hospitality mindset, you anticipate others’ needs and can work proactively to address them.
  • Are a strong communicator, both written and verbal - and feel comfortable speaking to C-level stakeholders.
  • Highly self-motivated and exercises discretion, tact, and professionalism. Enjoys a balance of collaborative and independent work.
  • Detail-oriented, organized, and calm under pressure.
If some of the above doesn’t line up perfectly with your experience, we still encourage you to apply! If you consider yourself a thoughtful worker, a lifelong learner, and a kind and playful team member, Cohere is the place for you.
We value and celebrate diversity and strive to create an inclusive work environment for all. We welcome applicants from all backgrounds and are committed to providing equal opportunities. Should you require any accommodations during the recruitment process, please submit an Accommodations Request Form, and we will work together to meet your needs.
Our Perks:
🤝 An open and inclusive culture and work environment
🧑‍💻 Work closely with a team on the cutting edge of AI research
🍽 Weekly lunch stipend, in-office lunches & snacks
🦷 Full health and dental benefits, including a separate budget to take care of your mental health
🐣 100% Parental Leave top-up for 6 months for employees based in Canada, the US, and the UK
🎨 Personal enrichment benefits towards arts and culture, fitness and well-being, quality time, and workspace improvement
✈️ 6 weeks of vacation
Note: This post is co-authored by both Cohere humans and Cohere technology.