Senior Administrative Assistant for AI and Data

Job Summary:

The Senior Administrative Assistant for AI & Data provides high-level administrative and operational support to the AI & Data organization and works most directly with the Chief Data & AI Officer. Reporting to the Chief Data & AI Officer, the ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced, rapidly evolving public company environment. This role requires strong communication skills, discretion, and the ability to anticipate needs while ensuring seamless execution of leadership priorities, team operations, and cross-functional engagements across the AI & Data organization.

Key responsibilities

Administrative and Operational Support to the Chief Data & AI Officer and AI & Data Organization

• Serve as a trusted operational partner to the Chief Data & AI Officer, managing priorities, timelines, and execution of key initiatives and internal and external engagements.
• Maintain visibility across the AI & Data organization and anticipate operational needs to ensure leadership is prepared for meetings, conferences, and internal engagements.
• Provide administrative support to the Chief Data & AI Officer, including forward planning of calendars and travel, and prioritizing leadership, executive, and cross-functional commitments.
• Draft and proofread correspondence, manage presentation materials, and help organize team and company events.
• Support operational planning and execution of AI & Data leadership team meetings, offsites, and executive and cross-functional reviews.
• Manage meeting and event logistics including executive schedules, meeting calendars, travel coordination, vendor management, attendee tracking, and preparation of briefing materials.
• Coordinate domestic and international travel logistics, including detailed itineraries and conference travel planning.
• Ensure coordination of key AI & Data activities across internal stakeholders including executive leadership, R&D, Commercial, IT, Legal, Compliance, Finance, Strategy and other groups.
• Support administrative needs of the AI & Data leadership team and broader organization, including onboarding logistics for new hires and contractors, team rosters, org charts, and distribution lists.
• Manage expense reporting and administrative documentation including invoices, registrations, memberships, subscriptions, software and data licenses, purchase orders, SOWs and vendor onboarding for the AI & Data organization.
• Support budget and vendor administration by tracking purchase orders, invoices, and spend against plan in partnership with Finance and the AI & Data leadership team.
• Handle sensitive and confidential information, including strategic plans, personnel matters, and proprietary data and AI initiatives, with the highest level of discretion.
• Identify opportunities to improve operational efficiency and streamline AI & Data administrative processes, including the use of AI tools to enhance productivity.
• Support cross-functional coordination for meetings and event planning.

Qualifications

• Bachelor s degree preferred.
• 8+ years of administrative, operations, or project coordination experience supporting senior leadership in a fast-paced corporate environment.
• Experience supporting senior executives, preferably within a technology, data, analytics, or AI-focused organization in a public company environment.
• Demonstrated experience coordinating complex executive schedules, travel logistics, and high-visibility internal and external events.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams), calendar management systems, and productivity and collaboration tools;comfort using AI tools to improve productivity strongly preferred.
• Familiarity with data and AI concepts and terminology, and genuine curiosity about emerging technologies, sufficient to support a leader and team in this space.
• Exceptional organizational and project management skills with the ability to manage multiple competing priorities and deadlines.
• Ability to coordinate complex logistics involving senior executives, cross-functional teams, and external partners and vendors.
• Excellent written and verbal communication skills with exceptional attention to detail.
• High level of discretion and professionalism when handling confidential and corporate information.
• Strong judgment and ability to anticipate needs, solve problems proactively, and operate independently with minimal supervision.
• Highly proactive and resourceful, with the ability to remain calm and effective in fast-paced or high-pressure environments.
• Collaborative mindset with the ability to coordinate effectively across functions and interact confidently with stakeholders at all levels of the organization.

Kaztronix is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, veteran status or any other consideration made unlawful by federal, state or local laws. In addition, all human resource actions in such areas as compensation, employee benefits, transfers, layoffs, training and development are to be administered objectively, without regard to race, color, religion, age, sex, national origin, disability, veteran status or any other consideration made unlawful by federal, state or local laws.

By applying to the position, you acknowledge that your information will be used by Kaztronix in processing your application.