Executive Assistant/Office Manager at Series A AI Startup

AI-native insurance startup is looking for an Executive Assistant and Office Manager to be the operational heartbeat of their fast-growing SF team. With their recent Series A, it’s an exciting time to be a part of a collaborative, high-energy 35-person team with room for growth in your role depending on where your interests take you! In this role, you’ll provide admin support to the two Co-Founders as well as the Head of Business Ops — managing calendars, coordinating travel, and supporting recruiting logistics. You’ll oversee office management of their new space, keeping everything running seamlessly, overseeing vendors, stocking snacks and supplies, and supporting onboarding. Someone excited to wear multiple hats who is proactive, accountable, and action-oriented, and thrives in a fast-paced environment, will love it here. This is an in-office role in downtown San Francisco — the whole team runs early, so expect a 5:30am start until 6/7pm. 130-150K DOE equity, benefits, discretionary bonus, unlimited PTO, and daily meals provided.

Responsibilities:

• Provide support to Co-Founders and Head of Business Ops with calendar management, scheduling, and meeting coordination.
• Coordinate travel arrangements, including flights, accommodations, and logistics.
• Support recruiting operations by scheduling interviews, managing changes, communicating with candidates, routing feedback, and coordinating travel when needed.
• Oversee day-to-day office operations to ensure a well-organized, fully functional, and welcoming workplace environment.
• Own the new office from day one. Coordinate setup and ongoing improvements, including procuring supplies, equipment, and workspace needs.
• Help make the office space display the company culture through decor, conference room setup, and working with designers as needed to create a welcoming space.
• Manage all office vendors, including snacks and supplies, printers, shredding, fire/life safety, and everything in between.
• Serve as the operational point person for the building, liaising with building management and security.
• Manage company housing logistics for employees, including tracking lease timelines, coordinating move-ins and move-outs, preparing units, and serving as the point of contact for the landlord to coordinate maintenance issues as they arise.
• Ensure seamless operational readiness across office and housing logistics, addressing issues proactively and maintaining a high standard of organization.
• Support the employee onboarding process and ad hoc administrative tasks related to people operations.

Qualifications:

• Previous experience in an Executive Assistant, Office Manager, or similar role within a fast-moving environment.
• Strong sense of ownership and accountability, with the ability to manage tasks independently from end-to-end.
• Excellent organizational and prioritization skills.
• Proactive problem-solver who can navigate challenges effectively and drive solutions with minimal direction.
• High level of adaptability, resilience, and willingness to learn from mistakes and continuously improve.
• Strong interpersonal skills with the ability to work effectively across diverse teams and personalities.
• Positive, professional, and high-energy approach, with the ability to contribute to a collaborative and productive environment.
• Willingness to take initiative and support team needs in a dynamic, fast-paced setting.
• Tech-savvy and able to pick up tools quickly: experience in Google Workspace, Slack, Ashby, and other operational platforms.