Administrative Assistant - Celestial AI

ABOUT THE ROLE

We are seeking an Administrative Assistant to support our rapidly growing global team. This position reports to the Sr. Office Manager and requires on-site presence at our Santa Clara office five days a week. The role involves assisting the Sr. Office Manager with a variety of administrative tasks, including scheduling meetings, managing calendars, coordinating travel arrangements, and organizing meetings and events. The ideal candidate will have strong organizational skills, keen attention to detail, a high level of professionalism, and the ability to be proactive and thrive in a fast-paced environment. This is an exciting opportunity for individuals seeking to make an impact in a dynamic and innovative company. This role is based out of our office in Santa Clara, CA.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Administrative Support for members of the executive management team:
  • Coordinate and manage calendars, adapting to changing priorities and schedules.
  • Plan domestic and international travel, ensuring all required documents are prepared.
  • Prepare and reconcile expense reports.
• Office Management Responsibilities:
  • Organize company events.
  • Greet visitors and ensure a welcoming office environment.
  • Support shipping and receiving tasks.
  • Serve as backup to the Sr. Office Manager and Facilities Specialist during their absence.
• Talent Related Activities:
  • Interface with Head of Talent to assist in coordination of candidate interviews.

QUALIFICATIONS

• Experience:
• 5+ years of experience in coordination, administrative, or operations role
• Expert proficiency in Microsoft Office Suite and ability to quickly learn and utilize new tools
• Strong Organizational Skills:
• Strong organizational skills, with the capacity to manage multiple tasks in a fast-paced environment
• Communication and Professionalism:
• Excellent communication and writing skills
• Ability to collaborate effectively with all levels of management, staff, board members, customers, investors, and candidates with discretion
• Demonstrated ability to quickly turn around projects with polish and accuracy
• Ability to manage confidential information with integrity and discretion
• Self-Starter with Strong Time Management Skills:
• Work effectively with minimal direction, take initiative, and follow through
• Demonstrated ability to effectively prioritize and manage competing demands
• Flexibility to work outside normal business hours occasionally, as dictated by business needs

As an early startup experiencing explosive growth, we offer an extremely attractive total compensation package, inclusive of competitive base salary and a generous grant of our valuable early-stage equity. The target base salary for this role is approximately $60,000.00 - $80,000.00. The base salary offered may be slightly higher or lower than the target base salary, based on the final scope as determined by the depth of the experience and skills demonstrated by candidates in the interviews.