Executive Assistant & Office Manager

Location: Palo Alto, CA (in-office 3–4 days per week)

We are looking for a highly organized Executive Assistant & Office Manager to support our leadership team and oversee day-to-day operations of our Palo Alto office.

This role is responsible for managing executive calendars, coordinating meetings and travel, and ensuring the office runs smoothly. The ideal candidate is proactive, detail-oriented, and enjoys working in a fast-paced startup environment while supporting multiple senior leaders.

Key Responsibilities

Executive Support

• Manage complex calendars for 3 executives, including internal meetings, customer calls, and leadership coordination

• Schedule meetings across multiple time zones and proactively resolve conflicts

• Coordinate travel arrangements, including flights, hotels, and itineraries

• Prepare meeting logistics including conference rooms, video conferencing, and materials

• Support coordination of leadership meetings, board meetings, and investor meetings

Office Management

• Serve as the primary point of contact for the Palo Alto office

• Manage the front desk and greet visitors, candidates, and partners

• Coordinate food orders, catering, and team lunches

• Manage relationships with office vendors, building management, and service providers

• Order and maintain office supplies and equipment

• Handle incoming deliveries and office logistics

Team & Office Coordination

• Coordinate team events, office gatherings, and offsites

• Manage meeting room reservations and shared office spaces

• Help maintain an organized, welcoming, and productive office environment

• Support operational tasks that help the leadership team and broader company run smoothly

Qualifications

• 1 years of experience in an Executive Assistant, Office Manager, or similar role

• Experience supporting senior leaders

• Strong organizational and time-management skills

• Excellent communication and interpersonal skills

• Ability to prioritize tasks and manage multiple requests in a fast-paced environment

• Comfortable working in person in Palo Alto 3–4 days per week

Ideal Candidate

• Proactive and highly organized

• Strong attention to detail

• Professional and welcoming presence in the office

• Comfortable interacting with executives, candidates, and external partners

• Thrives in a startup environment with evolving priorities