What are the responsibilities and job description for the Executive Assistant / Office Manager position at Akia?
Company Description
Akia builds AI agents for the hospitality industry, providing an integrated system that manages guest communication, direct bookings, upsells, and the full guest lifecycle. The platform helps hospitality operators streamline operations, enhance guest experiences, and drive revenue growth. Akia’s technology is trusted by more than 3,000 hospitality operators, reflecting strong adoption and industry confidence. Team members at Akia work on innovative, customer-focused solutions that blend AI with practical hospitality needs. The company values efficiency, reliability, and collaboration in delivering its services.
Executive Assistant / Office Manager
Location: San Francisco Bay Area (On-site)
Department: Operations
About the Role
We are looking for a proactive, detail-oriented Executive Assistant / Office Manager to support our leadership team and keep our office running smoothly. This is a dual-function role: part high-trust executive support, part hands-on office operations. You'll be the person who anticipates what's needed before it's asked for, and who makes sure the day-to-day logistics of the office just work.
What You'll Do
Executive Support
- Manage complex calendars for one or more executives, prioritizing and resolving scheduling conflicts
- Coordinate travel arrangements, itineraries, and expense reporting
- Prepare meeting materials, agendas, and follow-up notes
- Act as a gatekeeper and point of contact between executives and internal/external stakeholders
- Handle sensitive information with discretion and professionalism
Office Management
- Own the day-to-day operations of the office: supplies, vendor relationships, facilities issues, and general upkeep
- Manage relationships with building management, cleaning services, IT vendors, and other office-related contractors
- Plan and execute team events, offsites, and social gatherings (e.g., happy hours, holiday parties, team outings)
- Onboard new hires from a workspace/logistics perspective (desk setup, equipment, access badges, welcome materials)
- Manage office budget for supplies, events, and facilities-related spend
- Serve as the go-to person for "who do I ask about X" office questions
What We're Looking For
- 2 years of experience as an EA, office manager, or similar administrative/operations role
- Excellent organizational skills and an ability to juggle multiple priorities without dropping details
- Strong written and verbal communication skills
- A high degree of discretion and trustworthiness when handling confidential information
- Comfortable working in a fast-paced startup environment where priorities shift
- Proficiency with common tools (Google Workspace, Slack, expense/travel platforms)
- A "no task too small" attitude paired with genuine initiative
Nice to Have
- Experience supporting executives at a startup or high-growth company
- Experience planning company events or offsites
- Familiarity with QuickBooks or basic expense/budget tracking