Sign in

Administrative Assistant

AI fund
Palo Alto, California, 94303, United States
December 05, 2018


AI is the new electricity: Just as electricity transformed numerous industries starting 100 years ago, AI is now poised to do the same. AI Fund, led by Andrew Ng, is building companies that will use AI to transform every type of industry, and improve human life.

In this role, you will be responsible for essential operational tasks to optimize day-to-day activities for AI Fund and its portfolio companies. Specifically, you will perform a wide variety of office administration tasks, including assisting with certain HR related operations. You will play a key role in managing the logistics of an organization that is scaling quickly, and will have the opportunity to be at the forefront of how great AI companies are built and how cutting-edge AI products are delivered.

Here’s what you will do:

Perform front desk tasks, e.g., greet guests, check in/out and distribution of mail and other deliveries

Assist with calendar management and business travel arrangements for AI Fund partners, including providing backup/coverage for Executive Assistant

Assist in organizing employee onboarding and orientation process to ensure a smooth transition for new employees

Manage, including coordinate with vendors, on office facilities matters (including IT services, video conferencing services, snacks and catering, office supplies purchasing, furniture, and general repair and maintenance, etc.); track and upload receipts for related office credit card transactions; maintain and update property & equipment tracking and perform inventory count on a regular basis

Perform other general office duties, e.g. develop and organize filing systems for physical and electronic files, ensure shared spaces/common areas (such as meeting rooms and kitchen) are clean and orderly, etc.

Here’s the background you should have:

Strong organizational skills that reflect ability to prioritize multiple tasks seamlessly with excellent attention to detail

Strong written and verbal communication and interpersonal skills

Demonstrated ability to use good judgment and discretion in handling confidential and sensitive information

Highly resourceful team-player, with the ability to also be effective independently

Demonstrated ability to meet deadlines in a fast-paced environment

We hope you’ll fit into our culture:

Strong work ethic: All of us believe in our work’s ability to change human lives, and consequently work not just smart, but also hard.

Growth mindset: We are eager to teach you new skills and invest in your continual development. But learning is hard work, so this is something we hope you’ll want to do.

Good team member: We care and watch out for each other. We’re humble individually and go after big goals together.

Flexibility: You should be flexible in your tasks and do whatever is needed.

This is a full-time position based in or around Palo Alto, California. You must already have, or be able to obtain, authorization to work in the United States.