Administrative Assistant- Client/Onsite Office Host

RapidAI is the trusted leader in deep clinical AI, helping hospitals deliver faster, more informed care through intelligent imaging and integrated workflows. The Rapid Enterprise™ Platform supports disease states across the care spectrum, but it’s our clinical depth that drives the most meaningful impact - improving decision-making, patient outcomes, and health-system performance. Used by more than 2,500 hospitals in over 100 countries and backed by 700+ clinical studies, including research that helped expand national stroke-treatment guidelines, RapidAI is the most clinically validated AI platform in healthcare.

We are seeking an Administrative Assistant to join our team on-site in Burlingame, CA, Monday through Friday.

This is a full-time position requiring the candidate to be in the office five (5) days a week. This position is not eligible for remote or hybrid work.

Visa Sponsorship: Candidates must be currently authorized to work in the United States without restriction. We are unable to provide visa sponsorship (now or in the future) for this position.

How you will help drive our growth!

Management Administrative Support

• Manage calendars and scheduling, coordinate travel, and process expense reports for senior management.
• Assist with email and other correspondence.
• Handle confidential information and communications with tact, efficiency, and attention to detail.

Client Hosting and Office Management

• Serve as the on-site host for visiting clients and VIPs, ensuring a professional and welcoming experience.
• Provide technical support for client presentations and demos.
• Office Management

HR Support

• Provide light administrative assistance to the HR leader.

General Administrative Support

• Provide general administrative support across the organization.
• Coordinate meetings and plan events, including company-wide meetings.

What you will bring!

• Bachelor's degree required.
• 5+ years of experience as an administrative assistant, in a fast-paced corporate environment.
• Proven track record navigating both established corporate enterprises and fast-paced startup environments. Candidates must combine corporate rigor with startup agility - thriving under resource constraints, wearing multiple hats, and adapting quickly to rapid change.
• Experience supporting senior management or C-level leaders is preferred.
• Must be able to work on-site five days a week at our Burlingame office.
• Critical thinking, emotional intelligence, and analytical ability are needed for problem solving and setting priorities.
• Demonstrated discretion and the ability to maintain strict confidentiality when handling sensitive company, personnel, and client information.
• Ability to prioritize and organize a daily workload.
• Ability to meet deadlines in a fast-paced, changing environment.
• Proactive problem-solving and sound decision-making.
• Exceptional verbal and written communication skills, with the poise, polish, and professionalism required to engage effectively with top-tier executive clients, including drafting, editing, and proofreading emails and presentation materials.
• Leads with collaboration, communication and flexibility; solution focused.
• Strong technical skills, including the ability to support client presentations and demos.
• Proficiency in the Microsoft Office suite (Word, Excel, PowerPoint).
• Experience with Gmail and Google Calendar.
• Experience with Concur for travel booking and expense reporting.
• Experience using AI tools such as ChatGPT, Gemini, or Claude.

RapidAI is committed to creating an inclusive and diverse workplace. We provide equal employment opportunities to all employees and applicants and prohibit discrimination and harassment of any type in regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Please review our CPRA policies here. For more information on the information we collect about our applicants and how we use it, see our CPRA Privacy Notice here.