Executive Assistant / Office Manager

Pittsburgh, PA

About Us

Gather AI is a supply chain robotics company founded by the PhDs from Carnegie Mellon’s Robotics Institute who created the world’s first provably-safe autonomous helicopter.  We have developed an Inventory-as-a -Service platform where fully autonomous drones collect warehouse inventory data at a press of a button.
 
This is an essential problem to solve as the warehouses we serve have typically misplaced over 10% of their inventory worth $10+ million dollars (seriously!). Their current manual techniques for taking inventory are falling down due the e-commerce boom brought on by COVID, and made worse due to the labor shortage and 70% annual staff turnover. Our drones take inventory 15x faster than humans with over 95% accuracy. We deliver this data through our web dashboard, which acts as a DVR for their warehouse where they run their inventory operation.  We are the leader in this new market with proven technology. Our drones are live in a dozen warehouses and have scanned over 150k pallet locations.
 
We are a pure-software robotics company and our key innovation is the world’s only autonomy and machine learning engine that can solve this problem with commodity hardware in GPS-denied environments. That means we avoid all of the hardware development pitfalls of traditional robotics companies and we can scale 10x faster. The robotics industry is starting to enter its “Google era,” and we are leading the charge.
 

About You

Are you someone who thrives in a fast-paced, ever-evolving environment? Do you have a passion for technology, particularly in the AI space? If so, we’re looking for a go-getter to  join us as an Executive Assistant / Office Manager, providing administrative support to our CEO and operations team. As an Executive Assistant, you will play a crucial role in ensuring the smooth operation of executive functions, managing schedules, coordinating travel arrangements, and facilitating effective communication within the organization. If our office was a ship, you would be the captain: you’ll manage relationships, coordinate maintenance, manage correspondence, plan events, and assist. All while being a part of the AI revolution and contributing to the success of Gather AI.

What You'll Do 

Reporting to the CEO as an Executive Assistant / Office Manager, you will:

  • Coordinate and manage complex calendars, including scheduling meetings, appointments, and conference calls.
  • Perform market research and data analysis in order to draft and edit correspondence, presentations, and reports as needed.
  • Arrange domestic and international travel and prepare detailed itineraries to ensure smooth travel experiences.
  • Act as a central point of contact for internal and external communications, maintaining professionalism and confidentiality. 
  • Facilitate high-level meetings and company events by orchestrating agendas, capturing key insights, and ensuring actionable follow-ups.
  • Coordinate and oversee special projects as assigned by executives.
  • Manage day-to-day office operations, including but not limited to:
    • Acting as the point of contact for building management and external vendors.
    • Handling incoming and outgoing mail and packages.
    • Maintaining office supplies inventory and placing orders as needed.
  • Support HR functions, including onboarding new employees, maintaining records, and compliance management.

What You'll Need

  • 3+ years of proven experience within administrative support.
  • Ability to work onsite 3-5 days per week. 
  • Exceptional, precision-driven written and verbal communication skills.
  • Exceptional organizational skills and attention to detail.
  • Bachelor's degree in a relevant field or equivalent experience.
  • Tech-savvy mindset with proficiency in AI tools and office software suite.
  • Ability to adapt to a rapidly changing environment with enthusiasm.
  • Discretion in handling sensitive and confidential information.

Bonus points for...

  • Experience working in a tech and/or a fast- paced work environment
  • Experience supporting C-Level executives
  • Bachelor’s degree in Business Administration, Management, or a related field is preferred.

Compensation and Benefits

  • Compensation package will include equity
  • Comprehensive medical, dental, vision and life insurance
  • Very flexible schedule
  • Unlimited PTO and flexible scheduling

If this sounds like a good fit we’d love to meet you. Robotics is the future and we’re leading the charge with our software-only business model. Come help us change the world!

Apply for this job

*

indicates a required field

Resume/CV*

Accepted file types: pdf, doc, docx, txt, rtf

Cover Letter

Accepted file types: pdf, doc, docx, txt, rtf

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

As set forth in Gather AI’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

Select...
Select...
Race & Ethnicity Definitions

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.

Select...

Voluntary Self-Identification of Disability

Form CC-305
Page 1 of 1
OMB Control Number 1250-0005
Expires 04/30/2026

Why are you being asked to complete this form?

We are a federal contractor or subcontractor. The law requires us to provide equal employment opportunity to qualified people with disabilities. We have a goal of having at least 7% of our workers as people with disabilities. The law says we must measure our progress towards this goal. To do this, we must ask applicants and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every five years.

Completing this form is voluntary, and we hope that you will choose to do so. Your answer is confidential. No one who makes hiring decisions will see it. Your decision to complete the form and your answer will not harm you in any way. If you want to learn more about the law or this form, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

How do you know if you have a disability?

A disability is a condition that substantially limits one or more of your “major life activities.” If you have or have ever had such a condition, you are a person with a disability. Disabilities include, but are not limited to:

  • Alcohol or other substance use disorder (not currently using drugs illegally)
  • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, HIV/AIDS
  • Blind or low vision
  • Cancer (past or present)
  • Cardiovascular or heart disease
  • Celiac disease
  • Cerebral palsy
  • Deaf or serious difficulty hearing
  • Diabetes
  • Disfigurement, for example, disfigurement caused by burns, wounds, accidents, or congenital disorders
  • Epilepsy or other seizure disorder
  • Gastrointestinal disorders, for example, Crohn's Disease, irritable bowel syndrome
  • Intellectual or developmental disability
  • Mental health conditions, for example, depression, bipolar disorder, anxiety disorder, schizophrenia, PTSD
  • Missing limbs or partially missing limbs
  • Mobility impairment, benefiting from the use of a wheelchair, scooter, walker, leg brace(s) and/or other supports
  • Nervous system condition, for example, migraine headaches, Parkinson’s disease, multiple sclerosis (MS)
  • Neurodivergence, for example, attention-deficit/hyperactivity disorder (ADHD), autism spectrum disorder, dyslexia, dyspraxia, other learning disabilities
  • Partial or complete paralysis (any cause)
  • Pulmonary or respiratory conditions, for example, tuberculosis, asthma, emphysema
  • Short stature (dwarfism)
  • Traumatic brain injury
Select...

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.