Executive Assistant

At Anyscale https://www.anyscale.com/, we're on a mission to democratize distributed computing and make it accessible to software developers of all skill levels. We’re commercializing Ray https://docs.ray.io/en/latest/, a popular open-source project that's creating an ecosystem of libraries for scalable machine learning. Companies like OpenAI https://thenewstack.io/how-ray-a-distributed-ai-framework-helps-power-chatgpt/, Uber https://www.uber.com/blog/horovod-ray/, Spotify https://engineering.atspotify.com/2023/02/unleashing-ml-innovation-at-spotify-with-ray/, Instacart https://www.youtube.com/watch?v=3t26ucTy0Rs&list=PLzTswPQNepXmLUiL4F_1VHrPcCz1OeILw&index=23&pp=iAQB, Cruise https://www.youtube.com/watch?v=gj0BqvfX_wI&list=PLzTswPQNepXmLUiL4F_1VHrPcCz1OeILw&index=46&pp=iAQB, and many more, have Ray in their tech stacks to accelerate the progress of AI applications out into the real world.

Anyscale is looking for an enthusiastic and team oriented Executive Assistant to join Anyscale at our San Francisco office! You’ll be partnering with 3 fantastic members of our Leadership Team and working with key stakeholders across the company to proactively manage schedules, priorities, and resolve administrative and operational needs before they arise. The right person for this role is a professional with strong interpersonal skills who enjoys a fast-paced startup environment. This person also brings a can-do attitude and collaborative spirit.

Responsibilities

- Managing multiple complex calendars including scheduling, organization and prioritization to best leverage executives time

- Planning, booking and managing travel

- Creation, management and tracking of expenses. Including comprehensive understanding of expense policy

- Working with internal and external stakeholders as needed for ad hoc projects.

- Partner with cross org partners and/or vendors to provide support as needed for company events

- Partner closely with the admin team

- Handle confidential and non-routine information and facilitate communication between appropriate departments

- Contracts support including uploading and ushering contracts through review and signature process

- Partner with our office manager to provide optimal experience to the team in our Palo Alto office including greeting external guests, tracking and stocking office consumables, monitoring deliveries and maintenance

Minimum Qualifications

- BA / BS degree or equivalent work experience

- 7+ years, with at least 2 years working with a VP-level leader in any sized business OR a Director-level in a global business

- Prior experience supporting 2+ executives

- Palo Alto / San Francisco Bay Area based

- Superior organizational skills, attention to detail and timely follow through on all tasks and AIs

- Problem solver with strong analytical skills

- Works well under pressure in a fast paced environment

- Strong communication skills and ability to interact with internal and external partners

- Team oriented mindset with a genuine interest in learning by helping

Preferred Qualifications

- Prior experience working at a startup

- Prior experience working in tech

- Proficient with Google Workspace and Slack