Personal Assistant to the CEO / Office Manager

About Hebbia

The user interface for AGI – Hebbia is AI that works the way you work.

Designed to be generally capable – it can tackle even the most complex tasks, citing answers over any amount of sources. By showing its work, Hebbia empowers users to collaborate with AI on each step and validate responses instead of blindly trusting them. Our mission is to put capable AI in the hands of 1 billion people by 2030.

Job Description

We are looking for a proactive and meticulously organized individual to take on the dual role of Personal Assistant to the CEO and Office Manager. This role requires exceptional communication skills, a high sense of urgency, and the ability to manage multiple tasks efficiently in a dynamic startup environment. The position is based in our New York City office, with a requirement to be on-site five days a week.

Responsibilities

Executive Support: Manage the CEO’s calendar, including scheduling meetings, coordinating travel arrangements, and other logistics, ensuring smooth day-to-day operations.

Office Management: Oversee the general operation of the office, including supply management, vendor management, and workplace safety and wellness.

Communication: Facilitate internal communication to enhance productivity and team collaboration.

Event Planning: Coordinate internal and external events, including all-hands meetings and special events.

Documentation: Prepare and edit communications, presentations, and other documents for the CEO and management team.

Project Management: Assist with special projects, providing research and administrative support

Who You Are

Bachelor’s degree in Business Administration, Communications, or related field

Previous experience as a Personal Assistant, Office Manager, or similar role in a fast-paced environment

Proficiency with G Suite, scheduling tools, and managing complex travel itineraries

Strong organization, time management, and prioritization skills, with a keen eye for detail

Demonstrated ability to maintain discretion and confidentiality

Proactive mindset with a strong sense of initiative and adaptability to rapidly changing priorities

Passion for AI technology and excitement about working in a startup environment focused on innovation