Associate Executive Assistant

PolyAI automates customer service through lifelike voice assistants that let customers lead a conversation. Our voice assistants make it possible for businesses to deliver outstanding customer service that rivals their human agents. Our customers, which include the world’s leading logos, are expanding how they use our platform, driving automation of critical customer service operations and integrating PolyAI into their daily customer service workflows. 

The Associate Executive Assistant (AEA) will provide administrative support to senior executives and assist with day-to-day operations within the executive team. Under the guidance of the Executive Business Partner Lead, the AEA will work collaboratively with internal and external stakeholders to ensure smooth execution of tasks and activities. This role will help with key administrative duties such as calendar management, travel coordination, and office logistics, all while contributing to the seamless operation of the executive team.
Compensation: $70,000-$90,000 base salary + equity

Key Responsibilities:

• Administrative Support:
  

• Assist the Executive Business Partner Lead in providing administrative assistance to senior executives, ensuring smooth day-to-day operations.

• Manage calendars, schedule meetings, and handle VP level communications.

• Prepare meeting materials, agendas, and presentations, as needed, to support senior leadership.

• Respond to incoming inquiries (email, phone calls, etc.) on behalf of VPs, escalating matters when necessary.

• Communication and Liaison:
  

• Act as a liaison between the Executive Business Partner Lead, and executives, departments, and external stakeholders, ensuring communication is clear and timely.

• Collaborate with the Executive Business Partner Lead to ensure all executives’ needs are met and properly prioritized.

• Prepare and proofread communications on behalf of the executive team, ensuring clarity and professionalism.

• Project Assistance:
  

• Support ongoing initiatives and projects by tracking deadlines, milestones, and deliverables.

• Assist the Executive Business Partner Lead in gathering necessary resources, reporting progress, and helping executives meet critical deadlines.

• Office and Executive Management:
  

• Ensure office supplies are ordered and maintained for the executive team.

• Coordinate special projects or ad hoc administrative tasks as assigned by the Executive Business Partner Lead.

• Confidential Document Management:
  

• Assist in maintaining, organizing, and securely storing confidential documents, reports, and correspondence.

• Help prepare reports, presentations, and other documents needed by the executive team for internal or external meetings.

• Continuous Improvement:
  

• Work closely with the Executive Business Partner Lead to identify areas for process improvement and support efforts to optimize team workflows.

• Provide proactive solutions to administrative challenges faced by the executives.

Qualifications:

• Bachelor’s degree or equivalent work experience in an administrative support or related field.

• 1-3 years of administrative experience, preferably in a corporate or high-level executive environment.

• Ability to work independently, take initiative, and exercise sound judgment.

• Strong organizational and time management skills, with the ability to manage multiple priorities efficiently.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software/tools.

• Excellent verbal and written communication skills.

• Discretion and professionalism in handling confidential information.

Preferred Skills: