Executive Assistant

Digital AI - Raleigh, NC

Full-time - Entry Level

Raleigh, NC

Publishing Industries

About the position

Digital.ai is seeking an Executive Assistant (EA) to play an integral role in supporting our seasoned C-level executives and remote executives across all US time zones. In this key position, the EA will assist executives in high priority projects with an impeccable attention to detail, professionalism and integrity.

Responsibilities

• Schedule appointments, arrange meetings, and maintain complex and changing calendars, while working through scheduling parameters and conflicts.
• Draft and edit routine and advanced correspondence including emails, presentations and reports.
• Review outgoing correspondence for accuracy, format consistency, signatures and according to executive procedures.
• Arrange travel within company procedures and assist in obtaining necessary travel documents including visa/passport, while maintaining executive expenses/credit card reconciliation.
• Report travel and other credit card expenses on Expensify for executive expenses.
• Receive, process, notarize and transmit legal documents around the world related to our international entities and customers.
• Create and track purchase orders on behalf of the sales organization.
• Provide notary services on behalf of Company.
• Organize town halls, Sales Kick-Off events, President's Club, large company meetings etc.

Requirements

• Bachelor's degree or equivalent experience.
• 5+ years of related experience working in an executive assistant role supporting C-level executives including, accessing confidential information, sensitive internal/external communications, and responding on behalf of executives.
• Advanced proficiency in MS Office suite and other tools including Zoom, Slack, and Expensify.
• Exceptional verbal and written communication skills, representing C-level executives in a professional manner.
• Demonstrated ability and to work with sensitive information, use sound judgement, and maintain a high level of discretion and confidentiality.
• An independent self-starter with great planning, decision making, and problem solving skills.
• High level of organization skills with a sense of urgency in prioritizing tasks and impeccable attention to detail.
• Keen sense of punctuality and prudence in spending time and money.
• Resourcefulness to optimize internal tools and think outside the box.
• Flexible hours per needs of the business for projects and meetings. Ability to start work early online preferred due to executives in other time zones.
• Current driver's license and reliable vehicle transportation for in-person signatures, notarizations, and ad hoc errands as needed.
• Experience working with a remote team, from home and/or in a start-up environment.
• Notary public license (or quickly pursue that requirement).

Benefits

• Paid Time Off and company recognized holidays
• Flexible working arrangements
• Opportunity to work with a diverse, globally distributed team
• Inclusive, collaborative environment