Executive Admin & Office Manager

Location: Palo Alto, CA (South Bay)

We're seeking an organized and proactive Executive Admin & Office Manager to support our leadership team and manage our office operations. This hybrid role requires a minimum of one day per week in our Palo Alto WeWork office.

About the Role

As our Executive Admin & Office Manager, you'll be the backbone of our organizational operations, supporting both our CEO and CTO while ensuring smooth office operations. You'll need exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities effectively.

Key Responsibilities

Executive Support

• Manage complex calendars for CEO and CTO, including scheduling meetings, coordinating with internal and external stakeholders
• Arrange comprehensive travel logistics including flights and hotels for business meetings and conferences
• Provide high-level administrative support for special projects and initiatives

Office Management

• Serve as primary liaison with WeWork community staff
• Manage office access including employee and guest registration
• Oversee conference room bookings
• Maintain office supplies and equipment
• Review and scan all office mail

Company Culture & Operations

• Manage company swag program, including:
• Conference merchandise and materials
• New hire welcome packages
• Customer appreciation boxes
• Build and maintain relationships with vendors and service providers
• Support company culture initiatives and events

Qualifications

Required

• 4+ years of executive administrative experience
• Exceptional organizational and time management skills
• Strong communication skills, both written and verbal
• Proficiency in Google Workspace
• Ability to maintain confidentiality and exercise discretion
• Located in South Bay area with ability to commute to Palo Alto office
• Experience working in a startup or fast-paced tech environment