Executive Assistant

As an Executive Assistant at Viz.ai, you will manage complex calendars, arrange travel plans, participate in meetings for note-taking, and maintain essential documents for multiple Senior Executives. Your role will also include tracking priorities and commitments, and engaging in various administrative duties, all aimed at ensuring the seamless operation of the executives' day-to-day activities.

To qualify for the Executive Assistant role at Viz.ai, you should have at least 5 years of experience supporting C-level executives, particularly in a SaaS or healthcare setting. Additionally, you should have proficiency in G-Suite, excellent written and verbal communication skills, and experience working with remote teams across multiple time zones.

An Executive Assistant at Viz.ai will enjoy a dynamic and fast-paced remote work environment that thrives on collaboration and innovation. Being part of a passionate team dedicated to making impactful changes in the healthcare industry is a significant aspect of the culture here.

Being tech-savvy is essential for an Executive Assistant at Viz.ai. Familiarity with G-Suite is a must, and experience with tools like Slack and Brex is preferred. You’ll be managing various administrative tasks, and proficiency in technology will help streamline processes and enhance your efficiency.

At Viz.ai, as an Executive Assistant, you will have the opportunity to contribute to various initiatives beyond your core responsibilities, which can lead to professional growth and advancement. You'll also gain exposure to high-level decision-making processes and strategic planning while working alongside Senior Executives.

To effectively prioritize tasks as an Executive Assistant, I typically organize my tasks by urgency and importance. Understanding my Executive's priorities is key, so I regularly communicate with them to clarify expectations and deadlines, allowing me to manage their schedule and workflows efficiently.

In the event of a scheduling conflict, I would promptly assess the priorities of the meetings involved, communicate with all parties, and offer alternative options. I believe in maintaining transparency and ensuring all stakeholders feel valued by finding a resolution that works for everyone.

To manage multiple calendars effectively, I utilize tools like shared calendars and scheduling software to keep track of each Executive's commitments. Regular check-ins with each Executive allow me to stay updated on their priorities and provide personalized attention, ensuring they never miss critical meetings.

I ensure accurate note-taking during meetings by preparing beforehand with an agenda and essential points to focus on. During the meeting, I actively listen, jot down key points, and clarify any doubts in real-time to guarantee I capture all pertinent information.

I have extensive experience in arranging both domestic and international travel, including booking flights, accommodations, and transportation. I ensure all details are meticulously planned to align with my Executive's schedule and preferences while also considering any contingencies that may arise.

Once, I was informed last minute about a significant policy change affecting an executive meeting. I quickly adjusted by communicating with all participants, rescheduling, and updating agendas accordingly, ensuring everyone was aligned with the new plan seamlessly.

Handling confidential information is a top priority for me. I always maintain discretion and comply with company policies regarding sensitive data. Additionally, I utilize secure methods for sharing information and limit access to essential personnel only.

I find tools such as G-Suite for document management and calendars, Slack for communication, and project management tools like Trello or Asana to keep tasks organized essential. These tools streamline workflows and enhance communication across teams.

To promote teamwork while supporting multiple Executives, I encourage open communication and collaboration among team members. I often coordinate team-building activities and events to foster a sense of belonging and cooperation, helping create a positive work environment.

I am excited about the opportunity to work as an Executive Assistant at Viz.ai because I am passionate about contributing to an innovative team that is making real impacts in healthcare through technology. I admire the company's mission and would love to support its leaders in achieving their goals.