Office Administrator and Executive Assistant - h2o.ai

Founded in 2012, H2O.ai is at the forefront of the AI movement to democratize Generative AI. H2O.ai’s open-source Generative AI and Enterprise h2oGPT, combined with Document AI and the award-winning autoML Driverless AI, have transformed more than 20,000 global organizations and over half of the Fortune 500 and household brands, including AT&T, Commonwealth Bank of Australia, Chipotle, ADP, Workday, Progressive Insurance, and AES. 

Our “AI for Good” program supports nonprofit groups, foundations, and communities in their efforts to advance education, healthcare, and environmental conservation, including identifying areas vulnerable to natural disasters and protecting endangered species.

We have a vibrant community of two million data scientists worldwide and aim to bring together the world’s top data scientists with customers to co-create GenAI applications that are usable and valuable by everyone. Business users can now leverage the power of LLMs to enhance productivity with enterprise applications.

H2O.ai is a Visionary in the 2024 Gartner® Magic Quadrant™ for Data Science and Machine Learning Platforms. We are the only provider in the market to offer both Predictive AI and Generative AI on premise and air gapped, in addition to supporting all cloud environments.

About This Opportunity 

We are looking for an energetic Office Administrator and Executive Assistant to support our Mountain View office. You are proactive, organized and take initiative to solve problems independently, while displaying good judgment. You possess a high level of integrity and discretion when handling confidential information and always conduct yourself with professionalism when dealing with fellow employees, vendors  and external visitors. You are a skilled multitasker with a keen eye for detail, capable of managing both routine and complex tasks with efficiency and professionalism. You enjoy identifying opportunities for improvement and implementing changes for optimal results.  

This role is required to be onsite when necessary.

What You Will Do 

Office Management:

Office Operations and Management:

• Own all office management tasks, including ordering supplies, managing vendor relationships, and ensuring a well-organized, safe, and functional office environment.
• Serve as the primary point of contact for all office-related issues and resolve them efficiently.
• Maintain compliance with health and safety standards, ensuring the office is secure and up to code.

Process Documentation and Improvement:

• Document current office management processes to ensure clarity and consistency.
• Identify inefficiencies or bottlenecks in office workflows and recommend actionable improvements to enhance operational effectiveness.
• Implement and track changes to processes to evaluate their success and adapt as needed.

Administrative Support:

• Coordinate schedules, manage meeting logistics, and prepare necessary materials (e.g., agendas, presentations).
• Support senior leadership with administrative tasks as required, such as travel arrangements and correspondence.

Event Planning and Coordination:

• Assist in planning and coordinating company events, meetings, and team-building activities, ensuring all logistics—such as venue booking, catering, and technology setup—are managed effectively.
• Act as the primary point of contact during events to ensure smooth execution and address any last-minute needs.

Vendor and Facilities Management:

• Manage vendor relationships, including negotiating contracts, resolving issues, and ensuring quality service delivery.
• Oversee office equipment maintenance and liaise with building management for facility-related concerns.
• Track and manage office supply inventory to ensure availability while controlling costs.

Financial Oversight:

• Support budget management for office operations, including tracking expenses, processing invoices, and ensuring timely payments.
• Collaborate with finance teams to streamline expense reporting and ensure transparency.

Team and Culture Support:

• Onboard new employees with a comprehensive introduction to office policies, resources, and tools.
• Foster a positive and inclusive work environment by supporting office initiatives that enhance team culture and morale.

Executive Admin

• Provide executive support to the Chief Executive Officer as well as the executive team;
• Co-ordinate schedule, review multiple calendars and be proactive by identifying and resolving any conflicts;
• Arrange all travel plans including ensuring appropriate visas and letters of introduction are complete. Ensure any information on visiting country is given prior to departure;
• Act as a liaison between the Executive team and all departments as well as outside partners and clients on all matters pertaining to the executive operations of the organization;
• Prepare, edit and maintain correspondence, communications, presentations and other documents for the Executive Team and Board;
• Organize meetings involving multiple senior executives;
• Prepare for, attend, own agenda and take notes during meetings to facilitate execution and ongoing monitoring of critical projects;
• Ensure follow through of action items, and communication is disseminated to all relevant participating parties;
• Prepare and ensure all calls and meetings are set up on time including relevant technology where needed;
• Prepare and/or edit internal and external presentations and communications;
• Complete expense reports and manage procurement cards;
• Ability to manage confidential information 

What We Are Looking For

• Bachelor's degree in a related field
• Experience with office management procedures 
• Outstanding communication and interpersonal skills
• Demonstrated attention to detail, positive, proactive and can-do attitude in a fast-paced, ever-changing global environment
• Exceptional ability to prioritize conflicting demands and meet deadlines with little direction
• Strong organizational skills, meticulous, business acumen and timely follow-through
• Excellent written and interpersonal communication skills
• Ability to handle confidential information with integrity and exercised discretion
• Confidence and strong decision-making skills
• Ability to maintain office supplies inventory and ensure resources are available when needed
• Operation and maintenance of office equipment 

Why H2O.ai?

• Market leader in total rewards
• Remote-friendly culture
• Flexible working environment
• Be part of a world-class team
• Career growth
• Salary: 100,000-135,000

H2O.ai is committed to creating a diverse and inclusive culture. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, religion, gender, sexual orientation, age, disability status or any other legally protected basis.

H2O.ai is an innovative AI cloud platform company, leading the mission to democratize AI for everyone. Thousands of organizations from all over the world have used our cutting-edge technology across a variety of industries. We’ve made it easy for people at all levels to generate breakthrough solutions to complex business problems and advance the discovery of new ideas and revenue streams. We push the boundaries of what is possible with artificial intelligence. 

H2O.ai employs the world’s top Kaggle Grandmasters, the community of best-in-the-world machine learning practitioners and data scientists. A strong AI for Good ethos and responsible AI drive the company’s purpose.

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