Job Description

Title: Executive Assistant

Job Level: Individual Contributor

Employment Status : Exempt

Primary Location: Dallas

About Applied Digital:

At Applied Digital, we are the epicenter of AI innovation, crafting cutting-edge data center solutions tailored for the demands of high-performance computing. Designed from the ground up to support AI and machine learning workloads, our infrastructure is the backbone of tomorrow’s technological advancements, including AI-driven video and generative platforms.

We are:

• Forward-Thinkers: With a keen eye on current market trends and future innovations, we adapt swiftly and lead technological evolution.
• Resilient: We navigate complex challenges and emerge stronger, delivering robust and reliable solutions for industry pioneers.
• Innovative Designers: Leveraging the latest technologies, we create visionary solutions that redefine industry standards.

At Applied Digital, we are committed to solving intricate problems, advancing business initiatives, maximizing operational efficiency, and reducing our carbon footprint. We are a team of resilient, forward-thinking innovators driving the AI revolution.

Position Summary:

Applied Digital is seeking an Executive Assistant to join our growing and dynamic organization. This role will support our Chief of Staff and a small team of executives, provide high-level administrative support, and contribute to smooth office operations. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities with discretion and professionalism. The ideal candidate will be proactive, resourceful, and able to adapt to the evolving needs of our executives and organization.

Key Responsibilities

• Coordinate and schedule complex travel arrangements for the Chief of Staff, other executives and board members as needed.
• Assist in planning, developing, and executive company events (e.g. Leadership retreats, conferences, etc.)
• Review and approve expense reimbursement requests through tools such as Navan.
• Assist in building, maintaining, and tracking monthly expenses regarding office purchases and supplies.
• Assist with coordinating office access (e.g. key fobs, parking permits) for personnel such as new hires, departing employees, etc.
• Manage office invoices, ensuring timely payments and record-keeping.
• Distribute pertinent office communications to staff such as building notices, company events, and other relevant updates
• Oversee corporate logistics accounts such as Uber Business
• Collaborate with cross-functional teams to ensure company objectives and goals are achieved

Basic Qualifications

• Associate’s or bachelor's degree in Communications, Business Administration, or a related field.
• 2+ years of experience as an executive assistant or administrative assistant.
• Experience using Microsoft Suite (e.g. Word, Excel, Teams, etc.).
• Excellent verbal and written communication skills.
• Able to adapt swiftly and effectively to changing workloads and day-to-day tasks.

Preferred Qualifications

• Prior experience handling office management functions.

Please note that Applied Digital is currently unable to sponsor new applicants for employment authorization or provide immigration-related support for this position. This includes, but is not limited to, visa categories such as H-1B, F-1 OPT, F-1 STEM OPT, F-1 CPT, J-1, TN, E-2, E-3, L-1, O-1, and any Employment Authorization Documents (EADs) or other work authorizations that require employer sponsorship.

Essential Skills:

• Communication: Clear verbal and written communication to document incidents and ensure proper shift handoffs.
• Collaboration: Ability to work closely with team members, supervisors, and cross-functional partners.
• Adaptability: Flexible in responding to changes in process, tools, environment, and shift assignments.
• Accountability: Takes ownership of assigned tasks and follows through with minimal supervision.
• Attention to Detail: Maintains thorough and accurate logs, inspections, records, and documentation.
• Time Management: Manages time effectively to meet performance expectations and service levels.
• Integrity: Adheres to company policies, safety protocols, and professional ethics always.
• Continuous Improvement Mindset: Recommends and supports efficiency, safety, and system innovations.
• Documentation Discipline: Maintains clear, consistent records for operational continuity and compliance.
• Security Compliance: Maintains awareness of data center physical and logical security expectations.
• Digital Literacy: Uses productivity tools (e.g., Outlook, Teams, Excel, ticketing systems) for communication and documentation in office or hybrid settings.

Physical Requirements:

• Able to remain in a seated position for an extended period and to lift and carry up to 15 lbs. (office manuals, case notebooks, case files, case materials, standard boxes, report binders, etc.) as needed.

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents acknowledge that they possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

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