Hybrid Administrative Assistant at Brain Corp

Brain Corp is a San Diego, California, USA-based AI company creating transformative core technology for the robotics industry. Our purpose is to create autonomous technology that helps the real world work better. Brain's robotic and AI solutions help retailers ensure that the right product is on the right shelf at the right price, in a clean environment. Through the BrainOS® Robotics Platform, which powers the largest global fleet of the Autonomous Mobile Robots (AMRs) in operation in commercial public spaces, Brain Corp delivers insightful and efficient automated solutions in both commercial floor cleaning and inventory management, empowering organizations and their employees to achieve more. Brain Corp currently powers more than 30,000 AMRs, representing the largest fleet of its kind in the world. Brain Corp is funded by the SoftBank Vision Fund, Clearbridge, and Qualcomm Ventures.

Position Overview:

We are seeking a highly organized, detail-oriented Administrative Assistant to support our executive team and enhance office operations in a fast-paced, collaborative environment. As a key company representative, often the first person visitors meet, you will help shape an exceptional and welcoming experience that reflects our culture and values.  You will play a vital role in coordinating executive priorities, events, and cross-functional administrative needs while bringing warmth, professionalism and personal connection to every interaction. In addition to fostering a strong sense of community, you will also champion our commitment to advancement by identifying opportunities to leverage AI and automation tools to streamline workflows, improve efficiency and free up time for higher-value, human-centered work. Your ability to blend personal connection with AI-powered efficiency will help us work smarter without losing the personal touch. 

Essential Job Functions:

Executive Support

• Act as the primary liaison for executive visitors, board members and external partners; warmly greeting guests, coordinating logistics (such as room setup and catering), and ensuring a polished and hospitable experience.
• Use sound judgment to triage requests for access, time, or information based on organizational context and interpersonal dynamics.
• Coordinate complex calendars, meetings, and events - leveraging automation tools where possible - to account for nuanced priorities, sensitivities and conflict resolution.
• Handle expense reports and light correspondence on behalf of executives, exploring AI tools to speed up processing and improve accuracy.
• Handle sensitive information (e.g., HR issues, company strategy discussions) with high levels of professionalism and confidentiality.
• Coordinate travel arrangements and itineraries for executives and select candidates as needed, exploring automation for booking and itinerary management.
• Organize and prepare agendas, materials, and follow-ups for various leadership and board meetings. 

Office Operations & Front Desk

• Serve as the front office representative, as needed; warmly greeting guests and maintaining a polished and professional area.
• Provide secondary/ back-up support to facilities specifically with food services management and supply ordering.
• Provide secondary/back-up support to HR for recruiting, specifically handling high-profile positions for the executive team. 
• Support mail, package receipt, and general office communications, introducing automation where it can save time or reduce manual tracking.

Event & Program Coordination

• Plan and execute internal company events such as team-building activities, executive off-sites, company-wide meetings, and culture celebrations ensuring all details are meticulously managed and within budget.
• Lead the internal engagement and community programs with team celebrations, recognition moments, and culture initiatives through personal engagement and thoughtful coordination. Provide recommendations for improvement. 
• Coordinate with vendors and service providers for event logistics, catering, and contracts; manage event budgets and timelines.
• Order and manage company swag for internal events, department initiatives, employee recognition, and recruiting efforts, ensuring timely delivery and alignment with brand standards.
• Draft and send internal company communications, including slack reminders and announcements, to inform employees of upcoming holidays, events, office closures and engagement activities. 
• Use a company credit card to manage purchases related to events, supplies, travel bookings, facilities and swag, ensuring alignment with budgets and expense policies.

Administrative & Cross-functional Support

• Provide administrative support to the broader team, as needed.
• Identify opportunities to introduce automation or AI augmentation to streamline repetitive tasks or reduce friction in internal processes.  
• Document optimized workflows and create internal resources to share knowledge and train others.

Education and/or Work Experience Requirements: 

• Bachelor’s degree. 
• 1–3 years of experience in administrative, office coordination, or customer-facing roles; experience supporting executives preferred.
• Experience using AI tools to improve process and efficiency 

Required Knowledge, Skills, Abilities and Other Characteristics: 

• Strong written and verbal communication skills with a professional demeanor.
• Excellent organizational skills and attention to detail.
• Tech-savvy: proficient with Google Workspace.
• Comfortable working with or learning AI tools such as Microsoft Copilot, Gemini, or ChatGPT to support administrative tasks.
• Understands the appropriate boundaries of AI use and exercises discretion in when to rely on human intervention.
• Discreet and trustworthy when handling confidential matters.
• Comfortable juggling multiple priorities with flexibility and poise.Demonstrate resourcefulness in tackling challenges and finding effective solutions to ensure tasks are completed efficiently and successfully
• Exhibit a strong sense of empathy, fostering positive relationships and understanding the needs of team members and stakeholders

Things that make a difference: 

• AI Curious: You actively seek out ways to use technology to make your work easier and more effective.
• Growth-Minded: You want to outgrow this role by building systems that allow you to step up.
• Empathetic Communicator: You connect with others across levels and functions with thoughtfulness and professionalism.
• Self-Starter: You bring ideas forward and implement them with minimal direction.
• Culture Builder: You care about team morale, inclusivity, and shared experiences.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential functions may require maintaining the physical condition necessary for sitting, walking or standing for periods of time; operating a computer and keyboard; talk and hear at normal room levels; using hands to finger, grasp, and feel; repetitive motion; close visual acuity to prepare and analyze data and figures; viewing a computer terminal; extensive reading; lift, push, carry, or pull up to 20 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet to moderate. Employees are exposed to the typical office environment with computers, printers and other office hardware.

Salary Range:

The anticipated salary range for candidates who will work in San Diego, California is $29.00/hr. to $38.00/hr. The final salary offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the job, type and length of experience within the industry, education, etc. Brain Corp is a multi-state employer and this salary range may not reflect positions that work in other states.

In addition to base pay, our competitive total rewards package consists of:

• A discretionary annual target bonus
• Stock options
• 401(k) plan with match (no waiting period and immediate vesting)
• Comprehensive suite of insurance benefits for employees (and their families) to include a variety of medical plan options (including an HSA with employer contribution), dental, vision, life and disability insurance, Employee Assistance Program (EAP), Legal/Identity support plans, pet insurance.
• Access to Flexible Spending Accounts (Medical and Dependent Care)
• Generous paid time off including flexible vacation, Paid Sick Leave, time off for volunteering in the community, 10 paid company holidays, and a winter company shutdown

Additional Perks include:

• Daily on-site lunch available in the San Diego office
• On-campus gym including pool and tennis courts in the San Diego office
• Opportunities to connect with colleagues including monthly game nights, hikes, wellness challenges, and community events 
• Internal continuous learning events 
• Opportunities to share your own interests and hobbies with the Company