Job Description

Job Description

We are currently seeking an Executive Assistant to join our US team in the Atlanta Office. This is an exciting opportunity to be part of a fast-growing and innovative environment, where you will play a key role in supporting the business.

Company Description

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. Trusted by clients such as DHL Supply Chain and BEST Supply Chain, our solutions are utilized across various industries, including fashion, retail, and healthcare.

Role Summary

The Executive Assistant provides high-level administrative support to the senior leadership team. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant develops a deep understanding of the executive's priorities and key objectives, anticipates needs, and aligns support to ensure success against the most critical KPIs.

Core Responsibilities:

Executive Support:

• Manage the executive’s calendar, including scheduling meetings, appointments, and travel.
• Has a keen understanding of the executive’s priorities and schedules meetings accordingly.
• Will be exposed to matters of great company sensitivity and will have the ultimate respect for confidentiality.
• Understands that the executive 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 Management:

• 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 executive’s reimbursement claims as well as the senior leadership team’s upon the executive’s request.

Stakeholder Support:

• Works hand-in-hand with various key internal stakeholders for harmonious coordination of executive and company activities. 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.
• Support external communications with investors, partners, and stakeholders.

Event & Travel Management:

• Coordinate the executive’s domestic and international travel arrangements and itineraries, and assists the senior leadership team upon the executive’s request.
• Assist with event planning, including company meetings, off-sites, and leadership retreats.
• Other Duties as Assigned: Additional responsibilities may be assigned as needed to support business operations.

Qualifications

• 2+ years of executive-level administrative experience, preferably supporting C-suite leaders.
• Exceptional written and verbal communication skills.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom).
• Proven ability to handle sensitive information with discretion.
• Highly organized, detail-oriented, and adaptable under pressure.
• Strong interpersonal skills and ability to interact with executives, board members, and stakeholders.
• Strong preference for Mandarin language proficiency

Other Requirements:

• Make phone calls, utilize computer and company sponsored software
• Travel: 10-15%
• On call support

*Candidates must be authorized to work in the United States and must provide proof of eligibility upon hire in accordance with federal regulations.

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