What are the responsibilities and job description for the Executive Assistant and Office Coordinator position at UpSwell?
Executive Assistant & Office Manager
At UpSwell, we move fast, we collaborate, and we care about doing things the right way. We are looking for someone who thrives in the middle of it all—the person who can keep executives organized, offices running smoothly, and still find a way to make the day better for everyone around them.
This is not just a support role. It is a high-impact position where you will work closely with leadership while also shaping the day-to-day experience of our team.
What You Will Do
Support Leadership (Executive Assistant)
- Keep executive calendars organized and running smoothly (even when things shift—because they will)
- Coordinate meetings, travel, and key company events
- Be the go-to point of contact on behalf of leadership
- Handle sensitive information with professionalism and discretion
Run the Office (Office Manager)
- Keep our office environments organized, stocked, and operating efficiently
- Manage vendors, facilities needs, and day-to-day logistics
- Coordinate snacks, meals, and the little things that make a big difference
- Support onboarding logistics with HR and IT (equipment, setup, welcome experience)
Create the Experience (Events & Culture)
- Plan and execute team events, meetings, and company gatherings
- Coordinate food, reservations, and logistics
- Support engagement and wellness initiatives that make work more enjoyable
What We Are Looking For
- Bachelor’s degree required
- 3–6 years of experience supporting executives, managing offices, or both
- Someone who is highly organized, proactive, and detail-oriented
- Strong communication skills and a natural ability to build relationships
- Comfortable juggling multiple priorities without dropping the ball
- A problem-solver who doesn’t wait to be asked—you see it and handle it
- Professional, trustworthy, and able to handle confidential information
A Few Things to Know
This is a hybrid role. During your first 30 days, you will be expected to work fully in-office to support onboarding and training. After that, the role will transition to a hybrid schedule of approximately 2–3 days in the office and 1–2 days remote, depending on business needs. Some weeks may require additional in-office presence to support executives, events, or office operations.