Administrative Assistant- Client/Onsite Office Host
About The Position
RapidAI is seeking an Administrative Assistant to support senior management and provide general administrative support across the organization. The role is based on-site at the company’s Burlingame, California office, five days per week, Monday through Friday, and is not eligible for remote or hybrid work. The position manages calendars and scheduling, coordinates travel, processes expense reports, assists with correspondence, and handles confidential information with discretion. It also serves as the on-site host for visiting clients and VIPs, provides technical support for client presentations and demos, offers light administrative assistance to the HR leader, and coordinates meetings and events, including company-wide meetings. Candidates must be authorized to work in the United States without restriction; visa sponsorship is not available now or in the future. The stated compensation range is $90,000–$100,000 per year, with a package that includes bonus and equity.
Requirements
- Bachelor’s degree.
- At least 5 years of experience as an administrative assistant in a fast-paced corporate environment.
- Experience navigating both established corporate enterprises and fast-paced startup environments, combining corporate rigor with startup agility and adapting to resource constraints, multiple responsibilities, and rapid change.
- Ability to work on-site five days a week at the Burlingame office.
- Critical thinking, emotional intelligence, and analytical ability for problem-solving and setting priorities.
- Discretion and ability to maintain strict confidentiality when handling sensitive company, personnel, and client information.
- Ability to prioritize and organize a daily workload and meet deadlines in a fast-paced, changing environment.
- Proactive problem-solving and sound decision-making.
- Exceptional verbal and written communication skills, including drafting, editing, and proofreading emails and presentation materials, and the poise and professionalism to engage with executive clients.
- Collaborative, communicative, flexible, and solution-focused approach.
- Strong technical skills, including ability to support client presentations and demos.
- Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
- Experience with Gmail and Google Calendar.
- Experience with Concur for travel booking and expense reporting.
- Experience using AI tools such as ChatGPT, Gemini, or Claude.
- Currently authorized to work in the United States without restriction; visa sponsorship is not available now or in the future.
Nice To Haves
- Experience supporting senior management or C-level leaders.
Responsibilities
- Manage calendars and scheduling for senior management.
- Coordinate travel and process expense reports for senior management.
- Assist with email and other correspondence.
- Handle confidential information and communications with tact, efficiency, and attention to detail.
- Host visiting clients and VIPs on-site and provide a professional, welcoming experience.
- Provide technical support for client presentations and demos.
- Provide light administrative assistance to the HR leader.
- Provide general administrative support across the organization.
- Coordinate meetings and plan events, including company-wide meetings.
Benefits
- Compensation package includes bonus and equity.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
