Executive Assistant Job at Hai Robotics in Atlanta

Overview

We are currently seeking an Executive Assistant to join our US team in the Atlanta Office. This is an exciting opportunity to be part of a fast-growing and innovative environment, where you will play a key role in supporting the business.

Company Description

Hai Robotics, established in 2016, leverages robotics technology to advance human civilization. Our HaiPick solution is the world’s first Automated Case-handling Mobile Robot (ACR) system, which autonomously brings desired totes and cartons to workstations, enhancing warehouse efficiency. HaiPick systems can be deployed within 1 to 2 months and have proven to increase operational efficiency and storage density significantly. Trusted by clients such as DHL Supply Chain and BEST Supply Chain, our solutions are utilized across various industries, including fashion, retail, and healthcare.

Role Summary

The Executive Assistant provides high-level administrative support to the CEO and senior leadership team. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant develops a deep understanding of the CEO’s priorities and key objectives, anticipates needs, and aligns support to ensure success against the most critical KPIs.

Responsibilities

• Executive Support: Manage the CEO’s calendar, including scheduling meetings, appointments, and travel; understand the CEO’s priorities and schedule meetings accordingly; maintain confidentiality; remain available for urgent needs; prioritize and handle incoming correspondence, emails, and phone calls; prepare briefing materials, agendas, and follow-up items for meetings.
• Administrative Management: Draft, review, and edit communications, reports, and presentations; maintain organized filing systems (digital and physical) for confidential documents; track and manage expenses, invoices, and reimbursements; prepare reimbursement claims for the CEO and senior leadership as requested.
• Stakeholder Support: Collaborate with internal stakeholders (e.g., Chief of Staff, VP PMO and Automation Excellence, and other senior leaders) to coordinate CEO and company activities; assist with leadership and customer meeting logistics, including preparing materials and coordinating schedules; support external communications with investors, partners, and stakeholders.
• Event & Travel Management: Coordinate domestic and international travel arrangements and itineraries for the CEO and assist the senior leadership team as needed; assist with event planning (company meetings, off-sites, leadership retreats); perform other duties as assigned to support business operations.

Qualifications

• 5+ years of executive-level administrative experience, preferably supporting C-suite leaders.
• Exceptional written and verbal communication skills.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom).
• Proven ability to handle sensitive information with discretion.
• Highly organized, detail-oriented, and adaptable under pressure.
• Strong interpersonal skills and ability to interact with executives, board members, and stakeholders.

Other Requirements

• Must be able to lift 20 lbs, walk long distances, and sit or stand for long periods.
• Make phone calls, utilize computer and company-sponsored software.
• Travel: 10-15%.
• On-call support.

Additional Note: Candidates must be authorized to work in the United States and must provide proof of eligibility upon hire in accordance with federal regulations.