Executive Assistant at MyShell.ai

Job Description

Key Responsibilities

• Assist with the recruitment process by scheduling interviews, communicating with candidates, and maintaining applicant records. This includes coordinating with hiring managers, preparing candidate materials, and ensuring timely follow-ups.
• Manage salary budgets by tracking expenses, preparing detailed reports for review, and collaborating with finance teams to ensure accuracy and compliance with financial policies.
• Process expense reports for employees, verifying documentation, ensuring adherence to company policies, and submitting finalized reports to the appropriate departments.
• Handle various administrative tasks such as scheduling meetings, managing calendars, organizing files, and maintaining office supplies. This also involves coordinating interdepartmental communication and supporting daily operational needs.
• Assist with special projects as needed, including data analysis, document preparation, and administrative support for cross-functional initiatives. The candidate will be required to adapt to evolving priorities and contribute to process improvements.

Job Requirements

• Currently pursuing a bachelor's degree in business administration, finance, or a related field. Strong academic performance and a proactive attitude are essential.
• Excellent organizational skills with the ability to manage multiple tasks simultaneously. Proficiency in time management and prioritization is required.
• Strong communication skills, both written and verbal, to interact effectively with internal teams and external candidates. Attention to detail is critical for maintaining accurate records.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic knowledge of accounting principles. Familiarity with HR software or payroll systems is a plus.
• Ability to work independently and collaboratively in a fast-paced environment. Flexibility to adapt to changing priorities and a commitment to confidentiality are necessary.
• Previous administrative or internship experience in a corporate setting is preferred. Demonstrated reliability, professionalism, and a strong work ethic are required.
• Basic understanding of company policies and procedures, with a focus on financial and HR compliance. Willingness to learn and grow within the organization is important.
• Strong computer skills, including experience with digital calendar tools and document management systems. Ability to handle sensitive information with discretion is mandatory.
• Excellent problem-solving abilities to address administrative challenges and provide support during peak workloads. Team player mentality with a positive attitude is valued.
• Availability to work flexible hours, including occasional evenings or weekends, to accommodate business needs. Commitment to maintaining a professional appearance and demeanor is expected.