Executive Assistant and Administration - Bethesda, United States - Hilabs

Description

_The HiLabs Story_

HiLabs was born in the halls of Yale University when a cardiologist and an AI expert teamed up to tackle the data quality issue in the US healthcare system.

After seven years of working with some of the best data scientists in the world, HiLabs is on the cutting edge of breakthroughs in data science and AI.

_ HiLabs Team_

• Multidisciplinary industry leaders
• Healthcare domain experts
• AI/ML and data science experts
• Professionals hailing from the worlds best universities, business schools, and engineering institutes including Harvard, Yale, Carnegie Mellon, Duke, Georgia Tech, Indian Institute of Management (IIM), and Indian Institute of Technology (IIT).

Manage the CEO's complex schedule to maximize his time based on strategic or time-sensitive priorities.

Acts as a liaison for assigned executives relaying and exchanging information with administrative community, senior leaders, customers and clients, and other organizations or constituents.

Responsibilities:

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Calendar management: Coordinate all meetings including but not limited to team meetings, offsite meetings, partner, and business client's meetings across global time zones; understand prioritization of meetings and calendar timing through understanding the business and current business activity.
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Logistic and Asset management: Schedule and coordinate logistics for meetings, conferences, and special events. Keeping track of all company assets and laptops.
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Office Budget: Maintain all expense report, purchase order, office supplies, snacks, drinks all inventory. Order daily lunch/snacks and arrange for cultural events.
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Travel and booking: Extensive experience in scheduling complicated domestic and international travel and hotel booking for business meetings and events.
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Administration: Partner with cross functional partners with People [HRBP and WeWork Account]. Supporting HR department with all employee onboarding and offboarding. Maintaining employee records as per legal compliance. Assisting with new joiners with relocation and hotel bookings.

• Additional projects as bandwidth allows and other duties as assigned.

Desired Profile:

• 3 to 7 years' work experience in the capacity of an Executive Assistant supporting and/or reporting to a senior, preferably Clevel, executive.
• Bachelor's degree or equivalent experience required.
• Effective writing, verbal, and social skills; understanding needs of principals; ability to partner/execute; multitasking and prioritizing under pressure; and always maintaining confidentiality.
• Expertly manage multiple calendars with meticulous attention to detail.
• Ability to prioritize long task lists/projects and meet deadlines with little direction in an often highly ambiguous environment.
• Strong relationship management skills, build a personal network throughout the company.
• Work with all levels of the business in a collaborative environment
• Strong knowledge of with Microsoft Outlook office, PowerPoint, and Excel.
• Up to 20% travel may be required.

_HiLabs Total Rewards_

Competitive Salary, Accelerated Incentive Policies, H1B sponsorship, Comprehensive benefits package that includes ESOPs, financial contribution for your ongoing professional and personal development, medical coverage for you and your loved ones, 401k, PTOs & a collaborative working environment, Smart mentorship, and highly qualified multidisciplinary, incredibly talented professionals from highly renowned and accredited medical schools, business schools, and engineering institutes.