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Executive Assistant & Office Manager

Axion Ray

Axion Ray

Administration, Operations
New York, NY, USA
Posted on Friday, April 12, 2024

Axion Ray’s mission is to improve the quality and safety of engineered products - airplanes, electric vehicles, and medical devices, by creating the world’s best proactive management platform, powered by the latest advances in artificial intelligence. We're revolutionizing the way next-gen vehicles are made and are partnering with forward-looking engineering leaders to create and deploy AI models that will accelerate our speed to an electric and supersonic future. Axion leverages bleeding-edge tech & AI stack - including Generative AI and NLP/LLMs - to solve real-world problems.

Our team includes experts in Enterprise AI from Palantir, McKinsey & QuantumBlack, and other top tech companies. Since our founding at the onset of 2021, we’ve deployed across some of the largest Automotive and Aerospace companies in the world. If you want the chance to help build the future of engineering, join us!

We are seeking an Executive Assistant & Office Manager to play a vital role in supporting our Executive team and managing our Williamsburg HQ. This role will be responsible for covering administrative and office activities. The ideal candidate will embrace a range of tasks that will often be administrative , with a positive "can-do" attitude. This will be a collaborative individual contributor role impacting the experience of employees based in New York and elsewhere as well as supporting the smooth operations of our business in assistance to the CEO.

Below is a sample of what this role may include. Ultimately, the right candidate for this role will have a “can do” attitude and is willing to help across a wide variety of administrative and operational activities.

Responsibilities

  • Manage and coordinate the CEO’s daily schedule, including scheduling internal and external meetings, travel, and appointments.

  • Communicate with internal and external stakeholders to proactively identify and resolve scheduling conflicts ensuring the CEO’s time is utilized efficiently.

  • Prioritize and filter the CEO’s emails, phone calls, and requests, responding to them when necessary or delegating to the appropriate party.

  • Prepare the CEO for meetings by providing background information, briefing notes, and relevant documentation.

  • General office maintenance: set up meeting rooms, greet visitors, manage the mailroom, receive packages

  • Assist with new hires equipment procurement and tool setup

  • Coordinating and planning meetings/events with the board and customers, as directed by CEO

  • Coordinating & supporting travel and accommodation arrangements for employees & interview candidates

  • Organize and coordinate special events, company-wide meetings, team events and happy hours

  • Coordinate ordering and stocking of office supplies, snacks, and lunches, for individuals or teams

  • Perform administrative tasks as needed to support the operations team

Requirements

  • An attitude of “no task is too small” - we are looking for someone who is happy to roll up their sleeves and do what needs to be done

  • Proven experience as an Executive Assistant or similar role, with a minimum of 2 years of experience managing the schedule of a senior executive.

  • Strong organizational and time-management skills, with the ability to manage multiple tasks simultaneously and meet tight deadlines.

  • Excellent communication skills, both verbal and written, with a professional and friendly demeanor.

  • Strong interpersonal skills with the ability to interact with people from diverse backgrounds and cultures.

  • Attention to detail and accuracy, with a high level of discretion and confidentiality.

  • Proficient in Google office products and conferencing tools like Zoom, MS Teams, Webex, etc,.

  • A bachelor’s degree in business administration, management, or a related field is preferred.

Axion is based in headquarters are in Williamsburg and this role is expected to work in office up to 5 days a week

Axion Ray is an Equal Opportunity / Affirmative Action employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity, or any other factor protected by applicable federal, state, or local laws.