What are the responsibilities and job description for the Executive Assistant/Office Manager to Co-Founders at Series A AI Startup position at Bloom Talent?
AI-native insurance startup is looking for an Executive Assistant to support the Co-Founders and act as an Office Manager to be the 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 holistic admin support to the two Co-Founders — managing and coordinating personal and professional calendars and travel, supporting recruiting logistics, and generally acting as a helping hand. You’ll also oversee office management of their new space, keeping everything running seamlessly, overseeing vendors, stocking snacks and supplies, greeting guests and supporting onboarding. There will be some personal support to keep the Executives' personal and business commitments aligned. 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. 130-155K 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.
- Manage Co-Founders' shifting priorities and redirect schedules as needed to keep alignment.
- 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.
- Provide personal support as needed, but mainly around calendar and travel. Assist with personal appointments, travel logistics, reservations, gifting, and ad hoc errands.
Qualifications:
- Previous experience in an Executive Assistant, Office Manager, or similar role within a fast-moving environment.
- Highly detail-oriented, organized, responsive, and “on it,” with the ability to move quickly and stay ahead of shifting priorities.
- Strong sense of ownership and accountability, with the ability to manage tasks independently from end to end.
- Excellent organizational and prioritization skills, with the ability to juggle multiple tasks while keeping things moving smoothly.
- Proactive problem-solver who can navigate challenges effectively and drive solutions with minimal direction.
- Able to hustle, move fast, and bring real leverage to the team by making leaders’ lives easier and helping them stay focused on higher-level priorities.
- 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.
*Please Note: Your application will be considered for all open positions. You do not need to apply for multiple roles.