Virtual Assistant (US Based AI and Robotics Firm)

About the Company:

The partner company is revolutionizing the future of biotech by bringing together top talent from industry-defining companies such as Tesla, Amazon, SpaceX, Neuralink, and Markforged. Their mission is to push the boundaries of innovation, leveraging cutting-edge technology to drive meaningful advancements in biotechnology. The partner company combines the precision of aerospace engineering with the ingenuity of AI-driven development, creating an environment where the brightest minds thrive in pursuit of groundbreaking scientific discoveries.

Role Overview:

The Executive Assistant will serve as the right hand to the partner company’s executive leadership, ensuring streamlined operations, effective communication, and top-tier administrative support.

Key Responsibilities:

• Executive Support & Coordination:
  • Manage calendars, schedule meetings, and optimize time efficiency for executive leadership.
  • Prepare briefings, reports, and documents for high-level discussions.
  • Handle confidential information with discretion.
• Operational & Administrative Efficiency:
  • Maintain organization across emails, internal systems, and project tracking tools.
  • Assist in drafting and reviewing communications, ensuring clarity and professionalism.
  • Support hiring, onboarding, and liaise with internal teams to ensure smooth workflows.
• Event & Travel Management:
  • Arrange domestic and international travel, ensuring efficiency in logistics and accommodations.
  • Plan and execute team meetings, off-sites, and industry events.
• Strategic Project Assistance:
  • Act as a key point of contact between executives and internal/external stakeholders.
  • Support operational projects, optimizing efficiency and execution.
  • Provide ad-hoc research and analytical support as needed.

Requirements

Non-Negotiables:

• Prior experience in an Executive Assistant role supporting C-level executives or high-performance teams.
• Exceptional organizational and time management skills.
• Strong verbal and written communication, with the ability to draft high-level correspondence.
• High discretion in handling confidential information.
• Ability to anticipate needs and solve problems proactively.

Nice-to-Haves:

• Experience working in fast-paced, high-tech, or biotech environments.
• Familiarity with project management tools like Asana, Notion, or Trello.
• Background in handling complex travel logistics and event coordination.
• Technical proficiency with AI-driven tools, research, and data analysis.