Botbot.AI – Executive Assistant

As an Executive Assistant, you will be responsible for full executive support to the team and report to the CEO. You will create impact by:

Secretarial
Essentially "gatekeeper" and "gateway" role, protecting the team’s time and energy by predicting what is needed and addressing it. Gets things done with speed & agility, maintains team efficacy & efficiency.

• Handling receptionist duties, including attending to visitors, mail and calls
• Maintaining the office space and handling the provision of cleaning, supplies regularly
• Scheduling meetings and optimizing the team’s personal and daily work agenda, including travel logistics and errands
• Receiving incoming communications and follows-up by determining a course of action, response or referral for the team.
• Keeps the team well-informed of upcoming commitments and responsibilities
• Summarizes articles, correspondences and meetings for the team

HR/Finance

• Screening calls for candidates and arranging for interviews, being the first point of contact with the company 
• Planning team building events and activities, including managing logistics and budget
• Prepares materials for onboarding and team reviews, including org. charts and project files
• Process claims and submissions, maintaining a tidy and organized documentation system
• Processing reports, forms and documents on behalf of the team, ensuring that they are tended to in a timely and complete manner.

Sales & Events

• Reads and routes incoming email to the appropriate team member for further action
• Event planning for events and collaterals, including liaising with suppliers and vendors
• Maintain sales funnel actively, with weekly follow-ups on behalf of the team if necessary
• Compile data for reports, conduct basic research for proposals and craft such collateral as needed

To be successful, you should be:

• An owner. You take up problems in your immediate vicinity and carry them through. You also advocate for our values and culture, both internally and externally.
• A champion at getting things done. Strong at execution, documentation, organization, prioritization and time-management. You make things happen, and when tasks land with you, they don’t come back half-done. You hold yourself accountable, see it as your problem, and are willing to “fail faster” and ask foolish questions to get things done.
• Gritty. You are resilient and will go the extra mile to complete a task. 
• Fiercely protective of the team and all its resources, including time, budget and energy.
• Excellent at writing and verbal communication, and can interface with internal and external high level stakeholders in a professional manner.
• Very familiar with Mac/iOS, including Keynote, and Google apps such as Gmail, Drive, Sheets, and is receptive to using new productivity and communication tools.
• Able to maintain a high level of confidentiality, tact and decisiveness while working under the pressure of urgent demands, changing circumstances and competing deadlines
• Certifications don’t matter. We want strong learners with great relational skills!