Executive Assistant to CEO and COO - Ask Sage

Location: Remote

Job Description:

Ask Sage, the leading provider of secure and extensible multi-modal generative AI platforms, is seeking a highly organized and proactive Executive Assistant to support our CEO and COO. This critical role involves managing schedules, coordinating meetings, handling travel arrangements, and managing communications. The ideal candidate will have 3 to 5 years of experience in a similar role, with exceptional organizational and multitasking skills.

Responsibilities:

1. Calendar Management:

- Manage and maintain the CEO and COO’s schedules, including scheduling meetings, appointments, and travel arrangements.

- Coordinate and prioritize meeting requests, ensuring efficient time management.

2. Meeting Coordination:

- Prepare agendas, take minutes, and follow up on action items for meetings.

- Organize and coordinate internal and external meetings, including logistics and technology setup.

3. Travel Arrangements:

- Arrange domestic and international travel, including flights, accommodations, and transportation.

- Prepare detailed itineraries and ensure all travel arrangements are seamless.

4. Communication Management:

- Handle and prioritize incoming emails, phone calls, and correspondence.

- Draft, proofread, and edit documents, reports, and presentations.

5. Administrative Support:

- Assist with the preparation of reports, presentations, and other documents.

- Manage confidential information with discretion and professionalism.

- Perform general office duties such as ordering supplies, managing files, and maintaining office equipment.

6. Project Management:

- Assist in the planning and execution of special projects and events.

- Track project timelines and deliverables, ensuring deadlines are met.

7. Relationship Management:

- Act as a liaison between the CEO, COO, and internal/external stakeholders.

- Build and maintain positive relationships with clients, partners, and team members.

Qualifications:

1. Experience:

- 3 to 5 years of experience as an Executive Assistant or in a similar role.

- Experience in a startup environment is a plus.

2. Skills:

- Exceptional organizational and time-management skills.

- Strong written and verbal communication skills.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

- Ability to multitask and prioritize tasks in a fast-paced environment.

- Strong problem-solving and decision-making skills.

3. Attributes:

- High level of professionalism and discretion.

- Strong attention to detail.

- Ability to work independently and as part of a team.

- Proactive and resourceful with a positive attitude.

4. Other Requirements:

- U.S. citizenship is required due to clearance requirement.

- Ability to work flexible hours as needed.

- Ability to obtain and maintain a Secret Department of Defense security clearance.

Screening Criteria:

1. Background Check: A thorough background check will be conducted, including verification of employment history, education credentials, and any criminal records.

2. Reference Checks: Thorough reference checks will be conducted to gather insights into the candidate's professional conduct, reliability, and trustworthiness.

3. Personal Interviews: In-depth interviews will be conducted to assess the candidate's knowledge, skills, and experience related to executive support.

4. Security Clearance: The candidate will be required to obtain and maintain a Secret security clearance.

5. Fingerprinting: A fingerprinting process will be implemented for accurate identification and to assist in conducting background checks.

6. U.S. Citizenship: The candidate must be a U.S. citizen.

Ask Sage, Inc.

New Jobs

Executive Assistant