Executive Assistant - AI Models

Job Summary

• This role is responsible for providing fundamental tactical and strategic administrative support to VP of newly formed organization with its focus on AI.

Responsibilities

• Provide comprehensive administrative support to the VP of the AI lab, managing calendar appointments, booking travel, handling expense reports, and supporting the AI lab day-to-day operations.

• Organize internal and external events, workshops and large audience meetings mostly focused on the AI community.

• Collaborate with the other members of the AI Lab team to streamline processes, enhance productivity, and foster a collaborative working environment.

• Collaborate with other members of the AI Lab team to streamline processes, enhance productivity, and foster a collaborative working environment.

• Holds responsibility for performing basic tactical and strategic administrative support tasks for upper executive-level employees of the organization.

• Assists in scheduling appointments, meetings, and events for executives, maintaining their calendars, and sending reminders, and assists in reserving conference rooms, setting up audio-visual equipment, and preparing meeting materials.

• Helps coordinate travel plans, including booking flights, hotels, ground transportation, and preparing travel itineraries.

• Provides general administrative support as needed, including photocopying, faxing, and mailing documents.

• Generates statistical and analytic reports for utilization by the organization for strategic planning in the administrative function, and assists in preparing presentations with relevant insights for the executives.

• Acts as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders.

• Conduct basic research tasks, such as gathering information for reports or projects, in collaboration with relevant stakeholders.

• Drafts and formats routine documents, reports, and presentations, and proofreads and edits documents to ensure accuracy and compliance with company guidelines and policies.

• Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.

Education & Experience Recommended

• High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.

• Typically has 6-8 years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.

• Past experience working in a lean and agile organization is preferred. Experience in supporting AI model & product development organizations is preferred.

Preferred Certifications

NA

Knowledge & Skills

• Accounting

• Administrative Support

• Billing

• Booking (Sales)

• Calendar Management

• Customer Data Management

• Data Entry

• Expense Reports

• Finance

• Front Office

• Invoicing

• Marketing

• Microsoft SharePoint

• Office Equipment

• Office Management

• Office Supply Management

• Presentation Software

• Purchasing

• SAP Applications

• Travel Arrangements

Cross-Org Skills

• Effective Communication

• Results Orientation

• Learning Agility

• Digital Fluency

• Customer Centricity

Impact & Scope

• Impacts department and leads and/or provides expertise to functional project teams and may participate in cross-functional initiatives.

Complexity

• Works on assignments that are complex in nature and require initiative and technical/specialized knowledge to resolve problems and/or develop recommended solutions.

Disclaimer

• This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.

HP offers a comprehensive benefits package, including:

• Dental insurance

• Disability insurance

• Employee assistance program

• Flexible schedule

• Flexible spending account

• Health insurance

• Life insurance

Our compensation reflects the cost of labor across several U.S. geographic markets, and we pay differently based on those defined markets. The typical base pay range for this role across the U.S. is $60,200.00 -- $89,100.00 annually with additional opportunities for pay in the form of bonus and/or equity. Pay within this range varies by work location and may also depend on job-related knowledge, skills, and experience. Your recruiter can share more about the specific salary range for the job location during the hiring process.