Administrative & Office Assistant

About Us:

webAI is pioneering the future of artificial intelligence by establishing the first distributed AI infrastructure dedicated to personalized AI. We recognize the evolving demands of a data-driven society for scalability and flexibility, and we firmly believe that the future of AI lies in distributed processing at the edge, bringing computation closer to the source of data generation. Our mission is to build a future where a company's valuable data and intellectual property remain entirely private, enabling the deployment of large-scale AI models directly on standard consumer hardware without compromising the information embedded within those models. We are developing an end-to-end platform that is secure, scalable, and fully under the control of our users, empowering enterprises with AI that understands their unique business. We are a team driven by truth, ownership, tenacity, and humility, and we seek individuals who resonate with these core values and are passionate about shaping the next generation of AI.

About the Role:

We are seeking a Full-Time Administrative & Office Assistant to keep our Austin headquarters running smoothly and create a welcoming, well-organized workplace. This role handles day-to-day office operations including ordering and restocking snacks and beverages, maintaining shared spaces, and coordinating parking and building access. You will be the first point of contact for visitors, support basic onboarding tasks, assist with scheduling needs, and handle general administrative duties across teams. This role is ideal for someone proactive, highly organized, and excited to take ownership of office experience and operations in a fast-growing startup.

Responsibilities:

• Maintain an organized, clean, and welcoming office environment

• Order, track, and manage office supplies and equipment

• Ensure office equipment is functioning properly and coordinate repairs as needed

• Oversee workspace setup for new hires and ensure employees have the tools they need

• Assist with office layouts, reconfigurations, and space planning

• Greet and welcome guests and clients upon arrival

• Prep office and conference rooms for client meetings

• Coordinate with the Executive Assistant to support client meeting planning

• Assist with company events, team gatherings, and hospitality needs

Qualifications:

• Bachelor’s Degree in Business Administration, Business Management, Communications, or related field

• 2+ years of administrative or office support experience

• Proficiency in Google Workspace

• Familiarity with productivity and note-taking tools (e.g., Notion)

• Experience with scheduling and calendar management

• Ability to manage office supply ordering, inventory, and vendor coordination

• Ability to lift and or carry up to 50 pounds on a regular basis

• Strong written and verbal communication skills

• Excellent organizational skills and attention to detail

We at webAI are committed to living out the core values we have put in place as the foundation on which we operate as a team. We seek individuals who exemplify the following:

• Truth - Emphasizing transparency and honesty in every interaction and decision.

• Ownership - Taking full responsibility for one’s actions and decisions, demonstrating commitment to the success of our clients.

• Tenacity - Persisting in the face of challenges and setbacks, continually striving for excellence and improvement.

• Humility - Maintaining a respectful and learning-oriented mindset, acknowledging the strengths and contributions of others.

Benefits:

• Competitive salary and performance-based incentives.

• Comprehensive health, dental, and vision benefits package.

• 401k Match (US-based only)

• $200/mos Health and Wellness Stipend

• $400/year Continuing Education Credit

• $500/year Function Health subscription (US-based only)

• Free parking, for in-office employees

• Unlimited Approved PTO

• Parental Leave for Eligible Employees

• Supplemental Life Insurance

webAI is an Equal Opportunity Employer and does not discriminate against any employee or applicant on the basis of age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We adhere to these principles in all aspects of employment, including recruitment, hiring, training, compensation, promotion, benefits, social and recreational programs, and discipline. In addition, it is the policy of webAI to provide reasonable accommodation to qualified employees who have protected disabilities to the extent required by applicable laws, regulations and ordinances where a particular employee works.