8+ years of experience as an Executive Assistant supporting C-level or senior leadership
Experience managing an office space or facilities function, including vendor management
Proven ability to handle complex calendars and travel arrangements
High discretion and judgment in managing confidential executive information
Excellent written and verbal communication skills
Must be based in San Francisco and available onsite 5 days a week
Responsibilities
Manage complex, shifting calendars for senior executives, resolving conflicts proactively
Oversee end-to-end travel planning and expense reporting for the executive team
Act as the primary point of contact for executive leadership, screening requests and coordinating communications
Manage day-to-day operations of the SF office, including vendor relationships and maintenance
Plan and execute internal events, offsites, and team gatherings
Track office budget and manage vendor invoicing in collaboration with Finance
Prepare materials and agendas for executive meetings
Benefits
Opportunity to build systems and standards from scratch
High visibility and variety in daily tasks
Satisfaction of creating a lasting impact in the workplace
Supportive leadership team and collaborative environment
Engagement in both executive support and office management functions
Full Job Description
Role Overview
We are looking for a seasoned Executive Assistant & Workplace Manager to become the backbone of our San Francisco office. This is a dual-scope role: the majority of your time goes to high-trust executive support - owning calendars, travel, and communications for our C-suite - while you also take full ownership of our physical office, from vendors and supplies to events and day-to-day facilities.
This is a brand-new role, which means you will be building the systems and standards from scratch rather than inheriting someone else's playbook. You will work onsite five days a week and be the person our leadership team and SF employees rely on to keep everything running smoothly.
The right person for this role combines the discretion and judgment of a seasoned EA with the operational ownership of someone who thrives running a function independently. If you want a role with genuine variety, high visibility, and the satisfaction of building something lasting - this is it. Key Responsibilities
Manage complex, shifting calendars for senior executives, proactively resolving conflicts and prioritizing time against business needs
Own end-to-end travel planning and expense reporting for the executive team
Serve as the primary point of contact and gatekeeper for executive leadership, screening requests and coordinating cross-functional communications
Manage the SF office day to day: vendor relationships (cleaning, IT/facilities, catering), supply inventory, and maintenance issues
Plan and execute internal events, offsites, and team gatherings hosted out of the SF office
Own office budget tracking and vendor invoicing in partnership with Finance
Prepare materials, agendas, and follow-ups for executive meetings
Act as the go-to person for all in-office matters, ensuring a professional and functional workplace experience for onsite employees
Required Skills and Experience Must-Have
8+ years of experience as an Executive Assistant supporting C-level or senior leadership
Experience owning an office space or facilities function, including vendor management
Demonstrated ability to manage complex calendars and travel across competing priorities
High discretion and judgment handling confidential executive information
Excellent written and verbal communication
Based in San Francisco; able to be onsite 5 days per week
Nice-to-Have
Experience in a startup or scale-up environment
Vendor negotiation experience
Event or offsite planning experience
Familiarity with expense and travel tools such as Ramp, Expensify, or Navan
Work Setup
This is a fully onsite role based in our San Francisco office, five days per week. Candidates must be located in or able to commute to San Francisco. Remote and hybrid candidates will not be considered.
