Scale AI is seeking a highly skilled Executive Assistant based in London to support the Head International Public Sector in their day to day role, plus ad-hoc support to the IPS LT team. This role is crucial in ensuring smooth operations and effective communication both internally and externally. This person will be able to quickly pick-up on each executive’s preferences, act autonomously or with little direction and will be able to act quickly in the event of any changes.

Responsibilities

Manage complex calendars and schedules for the team, including coordinating meetings, track travel and manage requests, and prioritizing commitments with team members
Book travel including flights, accommodation and transportation
Book any requested bookings for things like client meals, events, etc.
Act as a primary point of contact for internal and external stakeholders, including clients, partners, and government ministries
Building strong relationships with key EAs and Chiefs of Staffs of priority customers
Handle high-level administrative tasks such as email management, expenses, document preparation and team administration
Coordinate and plan internal team events, off-site meetings, and company initiatives
Manage any office-related items like ordering/stocking snacks and beverages, guest visits, etc.
Ensuring the office is running smoothly and liaising with the building management for any issues
Organise and run team social events. Keeping the events varied, but within set budgets
Manage confidential information with utmost discretion and professionalism

Qualifications

5+ years of experience as an executive assistant in a fast-paced environment, preferably in the tech or AI industry
Exceptional organizational and time-management skills
Strong communication skills, both written and spoken
Proficiency in office productivity tools and ability to learn new software quickly
Experience in building and managing relationships with high-level external stakeholders, including government officials
Ability to work flexibly and adapt to changing priorities with multiple stakeholders involved

PLEASE NOTE: Our policy requires a 90-day waiting period before reconsidering candidates for the same role. This allows us to ensure a fair and thorough evaluation of all applicants.

About Us:

At Scale, our mission is to develop reliable AI systems for the world's most important decisions. Our products provide the high-quality data and full-stack technologies that power the world's leading models, and help enterprises and governments build, deploy, and oversee AI applications that deliver real impact. We work closely with industry leaders like Meta, Cisco, DLA Piper, Mayo Clinic, Time Inc., the Government of Qatar, and U.S. government agencies including the Army and Air Force. We are expanding our team to accelerate the development of AI applications.

We believe that everyone should be able to bring their whole selves to work, which is why we are proud to be an inclusive and equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability status, gender identity or Veteran status.

We are committed to working with and providing reasonable accommodations to applicants with physical and mental disabilities. If you need assistance and/or a reasonable accommodation in the application or recruiting process due to a disability, please contact us at [email protected]. Please see the United States Department of Labor's Know Your Rights poster for additional information.

We comply with the United States Department of Labor's Pay Transparency provision.

PLEASE NOTE: We collect, retain and use personal data for our professional business purposes, including notifying you of job opportunities that may be of interest and sharing with our affiliates. We limit the personal data we collect to that which we believe is appropriate and necessary to manage applicants’ needs, provide our services, and comply with applicable laws. Any information we collect in connection with your application will be treated in accordance with our internal policies and programs designed to protect personal data. Please see our privacy policy for additional information.

Executive Assistant, International Public Sector

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