Lead Assoc, Administrative Services

Overview

Executive Administrative Assistant to the Chief AI Officer (CAIO) within the AI, Process Intelligence, Software Engineering, and Human Experience Organization (APEX) in IT. The role serves as the CAIO’s strategic execution partner, handling calendar stewardship, meeting preparation, relationship management, and day-to-day orchestration while ensuring the CAIO’s time is focused on delivering the organization’s AI vision and priorities. The role involves leveraging Generative and Agentic AI to maximize effectiveness and leading the evolution of intelligent admin assistant agents.

Collaboration across the company and with external partners is required to drive outcomes through disciplined time management, stakeholder engagement, and crisp execution.

• Act as the primary point of contact to the CAIO; manage inbound requests with discretion, judgment, and prioritization aligned to strategic objectives.
• Own end-to-end calendar management, ensuring time is allocated strategically to maintain key relationships with company executives and external parties (vendors, industry leaders, academic partners, regulators, standards bodies, ecosystem communities).
• Coordinate complex domestic and international travel, multi-leg itineraries, visa/passport processing, and on-the-ground logistics; develop contingency plans and provide real-time support during travel.
• Process expense reports accurately and promptly; maintain budgets and actuals for all of APEX and reconcile costs for APEX-related initiatives and events.
• Maintain comprehensive records, documents, and knowledge assets; manage executive files and ensure confidentiality.

• Understand the CAIO’s strategic vision, annual objectives, and quarterly priorities; ensure the CAIO’s calendar and engagements directly map to strategic goals, OKRs, and key initiatives.
• Partner with the CAIO to triage and prioritize opportunities, requests, and meetings; recommend acceptance/deferral based on impact, readiness, and alignment.
• Build and maintain a strategic relationship map (internal and external) and an engagement plan to ensure regular, purposeful touchpoints with critical stakeholders.
• Prepare the CAIO for each meeting, day, week, and month: agenda framing, stakeholder profiles, recent interactions, decision points, risks/issues, and desired outcomes.
• Coordinate pre-reads, meeting materials, and follow-ups; ensure actions, owners, and timelines are captured and executed.

• Develop and drive operating rhythms: weekly exec one-on-ones, steering committees, vendor reviews, R&D syncs, quarterly business reviews, board updates, and quarterly town halls.
• Partner with APEX/IT Communications to craft, edit, and review emails, memos, internal announcements, and external communications; ensure messaging aligns with CAIO strategy and company policies.
• Build agendas and briefing packets; synthesize complex technical inputs (AI/ML strategy, model performance, compliance, risk) into clear, concise executive summaries for the CAIO.
• Track and ensure closure on decisions and action items from meetings; follow through with stakeholders to keep momentum.
• Anticipate and mitigate scheduling conflicts, risks, and reputational considerations; escalate thoughtfully with recommended options.
• Use Generative and Agentic AI (within all approved corporate systems) to draft briefings, summarize pre-reads, generate meeting minutes and action trackers, prioritize tasks, and proactively flag conflicts or dependencies, maintaining appropriate review for accuracy, tone, and compliance.

• Establish and maintain executive operating mechanisms (cadences, calendars, dashboards, trackers) to sustain progress across APEX and the CAIO’s portfolio (strategy initiatives, pilots, partnerships, compliance, and adoption).
• Coordinate town halls and leadership strategy/operational sessions & offsites; liaise with Conference Services, Webcast Services, and Communications to deliver high-quality events.
• Support…