What are the responsibilities and job description for the Administrative & Office Assistant position at viseai?
We are seeking a highly organized and proactive Administrative & Office Assistant to join our team. The ideal candidate will have experience in a tech start-up environment and will be instrumental in keeping our office running smoothly while supporting recruiting coordination and executive scheduling. This is a dynamic, jack-of-all-trades role perfect for someone who loves variety, takes initiative, and thrives in a fast-paced environment.
This role is onsite in NYC, in our SoHo office.
What you will bring on day one
- 3 years of experience in an office administration or Executive Assistant role at in a tech start-up environment
- 1 years of experience in areas of office operations such as vendor management. liaising with property managers, ordering supplies, etc.
- Experience with G-Suite, Google Calendar, Claude, Slack and various AI tools
- Strong organizational and time management skills with exceptional attention to detail.
- Excellent written and verbal communication skills; professional and personable with all levels of staff and candidates.
- Proactive problem-solver who anticipates needs and acts before being asked.
- Comfortable managing multiple priorities simultaneously in a fast-moving environment.
- No-task-too-small attitude with a collaborative, team-first mindset.
- Familiarity with ATS platforms (e.g., Greenhouse) is a plus.
What you’ll do
- Own day-to-day office operations, including ordering and restocking supplies, snacks, and beverages.
- Work to enhance the new hire onboarding experience (sending out swag, prepping desks, building onboarding plans)
- Work closely with various departments on designing, coordinating and executing our office move, slated for early 2027
- Assist executives with calendar management, travel arrangements and meeting coordination.
- Communicate professionally with candidates, executives and clients on scheduling and other administrative tasks.
- Maintain organized interview and meeting schedules and ensure all logistics are confirmed in advance.
- Support the People Team with ATS (Greenhouse) administration and data hygiene.
- Coordinate logistics for internal and external meetings, including room bookings and agendas.
- Handle ad hoc projects and administrative tasks with discretion and efficiency.
Why join Vise:
- Opportunity to make a significant impact at a hyper-growth fintech start-up
- Competitive salary and equity
- Unlimited PTO and great benefits, including $1 medical insurance
- 401k plan with generous matching and self-directed brokerage account option
- Access to investment management and free financial advice from one of our partner RIA firms
- Paid lunches at our NYC office
- Career growth and development opportunities
Through the internal and market data Vise has collected, we expect the salary range for this position to be $70,000 - $90,000 per year, plus a competitive equity package. Your actual compensation will be determined based on your skills, qualifications, and experience. In addition, Vise offers a wide range of comprehensive and inclusive employee benefits.
About Vise
Vise is an artificial intelligence (AI) powered asset management platform designed specifically for financial advisors to build, manage and explain personalized portfolios. In today's world, AI is driving personalization across various industries, enhancing the way we shop, consume content, and engage with technology. Embracing this trend, Vise is leading the charge to bring this level of personalization to how we invest. Vise ushers in Wealth 3.0, moving beyond mutual funds and ETFs to offer personalized and automated portfolios. By harnessing the power of AI, Vise enables financial advisors to create tailored investment strategies that cater to each client's unique financial needs and goals.
Financial advisors are at the heart of this transformation, as their relationships with clients are essential to understanding and meeting each client's unique financial needs. With Vise, advisors can focus on nurturing these relationships instead of spending time building and managing portfolios. Our platform empowers advisors to create institutional-grade, personalized portfolios, automate their management, and explain valuable insights that enhance their expertise and service to clients. Vise is the outsourced sub-advisor, doing trading, rebalancing, and managing client portfolios fully automated on the advisor's behalf; Vise charges an AUM fee for its services.
Our exceptional New York team comprises world-class Ph.D. quants, investment researchers, and engineers with experience at industry-leading firms like Citadel, Blackrock, Stripe, and Stanford. Combining top financial and engineering talent, we pride ourselves on delivering products faster and understanding our customers' needs better than anyone else in the market. Vise has garnered the support of prominent venture capital firms, raising over $130M from Sequoia Capital and Founders Fund, among others.
Vise celebrates and embraces diversity and is committed to building a team that represents a variety of experiences, backgrounds, and skills. We do not discriminate on the basis of race, color, religion, marital status, age, gender identity, gender expression, sexual orientation, non-disqualifying physical or mental disability, national origin, veteran status, or other applicable legally protected characteristics.