Executive Assistant to Chief Executive Officer

Total AI Systems, Inc., headquartered in Lansing, Michigan, specializes in developing commercial software solutions that utilize advanced artificial intelligence to improve business efficiency. We are a profitable, product-based company with offices in the United States, India and Canada.

Our team is made up of rockstars who know that delivering a rockstar performance for our customers means going above and beyond. Whether it’s early mornings, late nights, or continuous practice and refinement, we are dedicated to providing our very best and having a lot of fun along the way. We take care of our employees, and in turn, they take care of us. We're seeking individuals who are ready to go the extra mile and join us on this journey!

We are seeking a highly organized and proactive Executive Assistant to support our CEO. This role requires excellent English communication skills (both verbal and written), strong organizational abilities and the flexibility to work during US business hours while being available as needed. The ideal candidate will be a detail-oriented professional who can manage schedules, handle emails, coordinate meetings and assist with various administrative and operational tasks.

The following are some of the responsibilities for this position:

• Manage the CEO’s email, calendar, and scheduling, ensuring smooth coordination across time zones.Participate in company meetings and produce meeting minutes for distribution to relevant parties.
• Support document preparation by completing forms, sending documents and ensuring signed documents are properly executed and organized.
• Plan and coordinate company events, including trade shows, conferences and meetings.
• Contribute to various tasks, including recruiting, onboarding and managing relationships with customers and vendors.
• Handle professional communication, including emails, calls, and acting as a liaison with internal and external stakeholders.
• Assist in various operational tasks, ensuring efficiency in day-to-day business activities.Manage the intake process for new employees, including checking out computers and ensuring they have the necessary equipment and resources.

This is a very diverse and demanding role and there are many tasks which may come up that are not listed above. Requirements of this position include:

• 2+ years experience as an Executive Assistant, Virtual Assistant, or similar role supporting C-level executives.
• Must have a fun, easy-going, and confident personality and can think on their feet.
• Fluent in English (both written and verbal) with strong communication skills.
• Proficient with computers, possessing a strong knowledge of the Microsoft Office Suite. Experience using MacOS and other Apple devices a plus, but not required.
• Capable of typing at least 35+ WPM.
• Ability to work US hours with a flexible schedule (availability as needed).
• Can be available on short notice, sometimes on the weekends and the evenings.
• Strong organizational skills with the ability to multitask and prioritize.
• Excellent time management, problem-solving skills, and attention to detail.
• Able to travel when needed, both locally, nationally, and internationally.

If you think you're a good fit, do not hesitate to share your updated resume with cover letter to [email protected]

Total AI Systems, Inc., headquartered in Lansing, Michigan, specializes in developing commercial software solutions that utilize advanced artificial intelligence to improve business efficiency. We are a profitable, product-based company with offices in the United States, India and Canada.

Our team is made up of rockstars who know that delivering a rockstar performance for our customers means going above and beyond. Whether it’s early mornings, late nights, or continuous practice and refinement, we are dedicated to providing our very best and having a lot of fun along the way. We take care of our employees, and in turn, they take care of us. We're seeking individuals who are ready to go the extra mile and join us on this journey!

We are seeking a highly organized and proactive Executive Assistant to support our CEO. This role requires excellent English communication skills (both verbal and written), strong organizational abilities and the flexibility to work during US business hours while being available as needed. The ideal candidate will be a detail-oriented professional who can manage schedules, handle emails, coordinate meetings and assist with various administrative and operational tasks.

The following are some of the responsibilities for this position:

• Manage the CEO’s email, calendar, and scheduling, ensuring smooth coordination across time zones.Participate in company meetings and produce meeting minutes for distribution to relevant parties.
• Support document preparation by completing forms, sending documents and ensuring signed documents are properly executed and organized.
• Plan and coordinate company events, including trade shows, conferences and meetings.
• Contribute to various tasks, including recruiting, onboarding and managing relationships with customers and vendors.
• Handle professional communication, including emails, calls, and acting as a liaison with internal and external stakeholders.
• Assist in various operational tasks, ensuring efficiency in day-to-day business activities.Manage the intake process for new employees, including checking out computers and ensuring they have the necessary equipment and resources.

This is a very diverse and demanding role and there are many tasks which may come up that are not listed above. Requirements of this position include:

• 2+ years experience as an Executive Assistant, Virtual Assistant, or similar role supporting C-level executives.
• Must have a fun, easy-going, and confident personality and can think on their feet.
• Fluent in English (both written and verbal) with strong communication skills.
• Proficient with computers, possessing a strong knowledge of the Microsoft Office Suite. Experience using MacOS and other Apple devices a plus, but not required.
• Capable of typing at least 35+ WPM.
• Ability to work US hours with a flexible schedule (availability as needed).
• Can be available on short notice, sometimes on the weekends and the evenings.
• Strong organizational skills with the ability to multitask and prioritize.
• Excellent time management, problem-solving skills, and attention to detail.
• Able to travel when needed, both locally, nationally, and internationally.

If you think you're a good fit, do not hesitate to share your updated resume with cover letter to [email protected]