Executive Assistant & Office Manager

About the role

We’re hiring an Executive Assistant & Office Manager to support senior leadership across our business functions and keep our San Francisco office running smoothly. This is a hands-on role for someone who anticipates needs and takes ownership of both urgent requests and routine details.

Where you can make an impact

• Leadership focus: Protect time for the decisions and relationships that matter most.

• Reliable coordination: Keep information and commitments moving between business leaders, technical teams, and external stakeholders.

• A well-run workplace: Give the San Francisco team an organized, welcoming office.

What you’ll do

• Own senior leadership calendars and scheduling across time zones, coordinating internal and external meetings and prioritizing executives’ time effectively.

• Serve as leadership’s operational hub across research, engineering, and external stakeholders: coordinate meeting preparation, materials, and agendas, facilitate communication, and track decisions, owners, deadlines, and follow-ups.

• Manage leadership travel for conferences, investor meetings, and company events, including flights, accommodations, itineraries, changes, and related expense reports.

• Run daily San Francisco office logistics, including supplies, meeting rooms, deliveries, facilities and vendors. Receive, sort, organize, and file incoming mail, ensuring timely distribution to the appropriate recipients. Coordinate purchases and invoices with Finance and track spending against agreed budgets.

• Organize offsites, team events, team meals, and visits, including venues, catering, guest coordination, vendor management and day-of logistics.

• Maintain office guides and improve administrative workflows to reduce repetitive work.

What we’re looking for

• 5–10 years of relevant experience in executive assistance, office coordination, office management, or business operations, including support for multiple senior leaders and the daily needs of an office.

• Sound judgment, discretion, and professionalism with confidential employee, financial, and business information.

• Strong organization, attention to detail, and follow-through. You can reprioritize calmly as plans change and know when to act independently or ask for input.

• Clear written and verbal communication and a practical, service-oriented approach to colleagues and external partners.

• Confidence with Google Workspace, calendar and travel tools, Slack, and Notion, and willingness to learn new tools and use AI thoughtfully.

Especially relevant experience

• Experience in a growing technology company with international teams.

• Experience improving administrative processes or scaling an office as a team grows.

What success looks like

Business leaders can focus on their priorities, commitments are met, and the office runs reliably. You are the welcoming face of the office to all employees and external visitors. Colleagues trust you to anticipate needs and resolve issues with minimal oversight.