Cognitive Collective

Helping you find your next career in AI. Learn more about the job board on the Scale blog.

Are you a scaling AI startup? Email to be added to our board.

Executive Assistant

Seek AI

Seek AI

United States
Posted on Friday, June 28, 2024
Seek AI is looking for a sharp, driven, and multi-tasking Executive Assistant to provide part-time (20 -25 hours per week) executive and administrative support to our Founder & Chief Executive Officer (CEO). This can be a remote position but requires the ability to work some hours in the morning East Coast time.
About Seek AI:
We are a well-funded seed-stage startup backed by top-tier VCs and we are looking for a talented, experienced admin who can help the CEO and the organization achieve their goals. Our company is headquartered in NYC and we meet once per week to work in person. We also work remotely with folks outside of NYC.
Position Overview:
Reporting directly to our Founder and CEO, this role demands meticulous attention to detail, unwavering confidentiality, and strong integrity while performing a wide range of administrative and executive tasks. The Executive Assistant will collaborate closely with all team members to ensure operational efficiency as Seek AI expands its impact and reach.
In this role, you will be a central figure in maintaining seamless communication across the organization, ensuring that all executive and administrative functions are performed at the highest level of excellence. You will liaise with the Board of Directors and facilitate the execution of special projects. Your ability to prioritize tasks, anticipate needs, and provide proactive support will be crucial in helping the CEO and the organization achieve their goals.
This position is ideal for a highly organized, collaborative, and driven professional who is goal-oriented and committed to delivering excellent service to a high-impact organization during a dynamic period of growth. You will thrive in a fast-paced environment, demonstrating flexibility and a solutions-oriented mindset, while contributing to a mission that fosters employee engagement. If you are passionate about making a difference and supporting a mission-driven team, this role offers an exciting opportunity to be a part of Seek’s continued success.

Duties / Responsibilities:

  • Provide sophisticated calendar management for the CEO, prioritizing inquiries and requests, troubleshooting conflicts, and making judgments and recommendations to ensure smooth day-to-day engagements.
  • Act as a liaison between the executive, other employees, and vendors to help build and maintain strong relationships. Building and maintaining relationships with key contacts, both professional and personal.
  • Assist the CEO in problem-solving, decision-making, and prioritizing tasks.
  • Provide general administrative support to the CEO, such as managing expenses, minor accounting duties, processing invoices, ordering office supplies, and handling any other administrative tasks as required.
  • Manage the CEO's professional and personal calendar, including scheduling, rescheduling, and prioritizing appointments, and meetings.
  • Schedule Zoom meetings, sending out virtual meeting login information as needed.
  • Make professional and personal travel arrangements for the CEO, including booking flights, accommodations, transportation, and managing travel itineraries. Ensuring all necessary travel documents are in order and necessary arrangements are made.
  • Maintain confidentiality and discretion in handling professional and personal sensitive information, documents, and discussions within and outside the organization.
  • Performs other related duties as assigned.

Required Skills/Abilities:

  • At least 4 years of prior administrative or executive assistant experience, preferably supporting C-level executives.
  • Proven ability to maintain confidentiality of sensitive information with integrity and discretion.
  • Proficiency in Microsoft Office and Google Suite applications.
  • Exceptional problem-solving skills with the ability to make quick, sound decisions and manage multiple projects and priorities simultaneously.
  • Consistently proactive and solution-focused mindset, coupled with a can-do attitude, fostering a supportive and engaging work environment.
  • Strong attention to detail, with the ability to work independently to effectively establish priorities and meet deadlines.
  • Excellent written and verbal communication, organizational, and project management skills.
  • Demonstrated ability to deliver reliable, efficient, and thorough results.
  • High level of professionalism in interactions with diverse groups of people, including board members, executives, staff, funders, and partners.
  • Ability to anticipate needs and act with appropriate levels of urgency in various situations.
  • Flexibility to adapt to changing priorities and willingness to take on new challenges as needed.
We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity employer.