Hai Robotics
Executive Administrative Assistant Needed Immediately
Hai Robotics, Atlanta, Georgia, United States
We are currently seeking an Executive Assistant to join our US team in the Atlanta Office. Established in 2016, Hai Robotics is dedicated to leveraging robotics technology to advance human civilization. The company’s 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. The Executive Assistant provides high-level administrative support to the CEO and senior leadership team. 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.
Manage the CEO’s calendar, including scheduling meetings, appointments, and travel.
Understands that the CEO will need urgent assistance from time to time and is available as needed.
Prioritize and handle incoming correspondence, emails, and phone calls.
Prepare briefing materials, agendas, and follow-up items for meetings.
Administrative *****
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. Prepares the CEO’s reimbursement claims as well as the senior leadership team’s upon the CEO’s request.
Stakeholders include the Chief of Staff, the VP PMO and Automation Excellence and other members of the senior leadership team.
Assist with leadership and customer meeting logistics, including preparing materials and coordinating schedules.
Event & Travel *****
Coordinate the CEO’s domestic and international travel arrangements and itineraries, and assists the senior leadership team upon the CEO’s request.
Assist with event planning, including company meetings, off-sites, and leadership retreats.
Additional responsibilities may be assigned as needed to support business operations.
5+ years of executive-level administrative experience, preferably supporting C-suite leaders.
~ Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom).
~ Mandarin language proficiency desirable
Must be able to lift 20lbs, walk long distances, sit or stand for long periods of time
Make phone calls, utilize computer and company sponsored software
***** 10-15%
Manage the CEO’s calendar, including scheduling meetings, appointments, and travel.
Understands that the CEO will need urgent assistance from time to time and is available as needed.
Prioritize and handle incoming correspondence, emails, and phone calls.
Prepare briefing materials, agendas, and follow-up items for meetings.
Administrative *****
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. Prepares the CEO’s reimbursement claims as well as the senior leadership team’s upon the CEO’s request.
Stakeholders include the Chief of Staff, the VP PMO and Automation Excellence and other members of the senior leadership team.
Assist with leadership and customer meeting logistics, including preparing materials and coordinating schedules.
Event & Travel *****
Coordinate the CEO’s domestic and international travel arrangements and itineraries, and assists the senior leadership team upon the CEO’s request.
Assist with event planning, including company meetings, off-sites, and leadership retreats.
Additional responsibilities may be assigned as needed to support business operations.
5+ years of executive-level administrative experience, preferably supporting C-suite leaders.
~ Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom).
~ Mandarin language proficiency desirable
Must be able to lift 20lbs, walk long distances, sit or stand for long periods of time
Make phone calls, utilize computer and company sponsored software
***** 10-15%