Executive Assistant -Administrative Assistant

Administrative Assistant – supporting the AI team

Location: Remote
Experience Level: Senior (5+ years)

We are seeking a highly experienced Administrative Assistant to support two senior leaders within an AI organization
. This role is ideal for someone who thrives in a fast-paced, high-change environment and is comfortable managing complex calendars, shifting priorities, and cross-functional coordination across time zones. The position requires strong technical aptitude, sound judgment, and the ability to provide seamless remote executive support with professionalism and discretion.

Executive & Calendar Support

Manage complex, high-volume calendars for two senior leaders, including frequent same-day changes

Coordinate meetings across multiple time zones and senior leadership levels

Act as a scheduling gatekeeper to optimize leaders’ time and priorities

Travel & Expense Coordination

Arrange domestic travel; familiarity with international travel processes and visa considerations is a strong plus

Support leaders using corporate travel platforms (e.g., CTM or similar)

Process expenses and administrative requests through Workday

Operational & Team Support

Provide administrative support to a large, distributed organization (including a leader with 50+ direct reports)

Support meeting coordination, communications, and day-to-day operational needs

Partner effectively with engineering, AI, product, and cross-functional teams

Tools & Technology

Daily use of Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)

Act as a Zoom delegate; use Slack for internal communication

Comfort using AI tools (e.g., ChatGPT or similar) to streamline tasks and workflows

5+ years of experience supporting VP-level or equivalent senior leaders

Experience supporting multiple executives simultaneously

Background in mid- to large-sized technology organizations

Proven ability to support leaders remotely and asynchronously

Strong judgment, adaptability, and calm execution in high-pressure environments

Exceptionally organized and detail-oriented

Tech-savvy and quick to adopt new tools

Proactive, independent, and highly responsive

Strong communicator with cross-functional and cross-cultural awareness

Initial interview with hiring manager

Second interview with an additional team member