Administrative Assistant

Administrative Assistant

Voleon is a technology company that applies state-of-the-art AI and machine learning techniques to real-world problems in finance. For more than a decade, we have led our industry and worked at the frontier of applying AI / ML to investment management. We have become a multibillion-dollar asset manager, and we have ambitious goals for the future.

Your colleagues will include internationally recognized experts in artificial intelligence and machine learning research as well as highly experienced finance and technology professionals. The people who shape our company come from other backgrounds, including concert music performances, humanitarian aid, opera singing, sports writing, and BMX racing. You will be part of a team that loves to succeed together.

In addition to our enriching and collegial working environment, we offer highly competitive compensation and benefits packages, technology talks by our experts, a beautiful modern office, daily catered lunches, and more.

As an Administrative Assistant, you will directly support up to three senior executives. This role is a means to make a difference : you will amplify their impact, and your success will enhance the company's success.

Responsibilities

Deliver the highest level of on-site support, with the managers being the primary stakeholders.

Provide comprehensive and proactive administrative support for executives (with varying levels of support needs).

Manage the executives' calendars in a seamless manner, with the ability to prioritize and triage meeting requests effectively.

Coordinate effectively with Executive Support staff who support the co-founders and other members of the leadership team.

Provide onsite support for key in office days (T-Th) and as needed to support additional meetings and special events.

Learn from established processes that match each executives' styles and enhance their productivity.

Effectively use standard calendaring, communication, expense reporting and travel arrangement systems.

Ensure that the executives have necessary materials and are prepared for meetings.

Receive, screen, and respond to communications in coordination with the executives or on their behalf in a manner that reflects the executives : clear, courteous, professional, and timely.

Manage domestic and international travel preparations.

Provide support to other stakeholders when requested by the executives, including colleagues, clients, vendors, and others.

Handle confidential and non-routine information with the utmost care.

Provide on-site support to visitors from time-to-time.

Act as a liaison between managers and various on-site resources, addressing any facility-related concerns or needs.

Assist in the planning and coordination of on-site meetings and events, including room setup and catering arrangements.

Collaborate with IT support for any on-site technology needs or issues experienced by the managers.

Participate in any on-site research activities or projects as requested by managers.

Assist with some project management and follow-ups on behalf of managers.

Continuously seek opportunities to improve on-site support processes and efficiency.

Requirements

Proven skills supporting multiple Senior Executives.

Strong organizational skills, capable of seamlessly managing multiple tasks and conflicting priorities with meticulous attention to detail.

Exceptional interpersonal skills, allowing you to build relationships with diverse personalities across key stakeholders.

Demonstrative aptitude in written and verbal communication, evidenced through clear, concise expression and effective discourse.

The ability to handle a high volume of tasks and projects independently or with minimal guidance.

Quick decision-making skills to respond effectively to urgent situations and events.

Flexibility to adapt quickly to changing priorities.

Proficiency in technology, including MS Outlook calendaring, MS Word, Excel, and PowerPoint.

A keen interest in the finance and technology industries.

A strong sense of urgency

Experience using Atlassian software (a plus)

Bachelor's degree (a plus)

Authorization to work in the United States

Ability to work hybrid work schedule, with flexibility to come into office on other days as need

Other

Ability to lift 15 pounds

Ability to sit at a desk for extended periods of time

The base salary range for this position is $70,000 in the location(s) of this posting. Individual salaries are determined through a variety of factors, including, but not limited to, education, experience, knowledge, skills, and geography. Base salary does not include other forms of total compensation such as bonus compensation and other benefits. Our benefits package includes medical, dental and vision coverage, life and AD&D insurance, 20 days of paid time off, 9 sick days, and a 401(k) plan with a company match.