Administrative and Office Operations Specialist

Job Description

This job posting has expired and no longer accepting applications.

Lamini AI is at the forefront of bringing LLMs to production. We are on a mission to help every company unlock the power of generative AI, by putting their own data to work. Our team is made up of highly experienced ML engineers and tech industry veterans and we’re backed by leading computing and technology companies.

We are seeking a highly organized and proactive individual to join our team as an Administrative and Office Operations Specialist. This role requires exceptional administrative skills, attention to detail, and the ability to manage multiple tasks efficiently. The ideal candidate will be adept at supporting the CEO and CTO and ensuring smooth day-to-day operations within the office environment.

Key Responsibilities:

Executive Support:

Provide comprehensive administrative support to senior executives, including calendar management, meeting coordination, and travel arrangements.

Prepare and distribute correspondence, reports, presentations, and other documents as needed.

Act as a liaison between executives and internal/external stakeholders, handling inquiries and requests with professionalism and discretion.

Office Operations:

Oversee office operations to ensure efficiency, including managing office supplies, equipment, and facilities.

Coordinate office maintenance and repairs, liaising with vendors and service providers as necessary.

Implement and maintain office policies and procedures to promote a safe and productive work environment.

Administrative Assistance:

Assist with various administrative tasks, such as managing expense reports, processing invoices, and organizing files and documents.

Coordinate special projects and events, including meetings, conferences, and team-building activities.

Handle sensitive and confidential information with utmost discretion and confidentiality.

Communication and Coordination:

Facilitate communication within the office and across departments, ensuring timely dissemination of information and follow-up on action items.

Coordinate internal and external meetings, including scheduling, agenda preparation, and meeting minutes.

Qualifications:

Associate or Bachelor's degree in business administration, communication, or a related field is preferred.

Proven experience as an administrative assistant, office operation specialist, or similar role, preferably in a fast-paced environment.

Strong proficiency in Google Suite (Word, Excel, PowerPoint, Outlook) and other office software.

Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

Exceptional communication and interpersonal abilities, with a professional and courteous demeanor.

Ability to maintain confidentiality and handle sensitive information with discretion.

Proactive problem-solving skills and a willingness to take initiative.

Flexibility and adaptability to changing priorities and responsibilities.

At Lamini AI, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. Lamini AI believes that diversity and inclusion among our employees is critical to our success as a company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool. Selection for employment is decided on the basis of qualifications, merit, and business need.

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