Executive Administrator / Startup Office Manager

Executive Administrator / Startup Office Manager

About the Job

We are seeking a highly organized and proactive Executive Administrator / Startup Office Manager to support the President and assist the leadership team of a fast-growing AI startup. This role is ideal for someone who enjoys balancing executive support, office operations, and cross-functional coordination in a dynamic startup environment.

The Executive Administrator will help ensure smooth daily operations, coordinate leadership activities, and contribute to building simple operational systems that support the company’s growth.

Role Overview

The Executive Administrator / Startup Office Manager will provide day-to-day administrative and operational support to the President and leadership team. This role combines executive administration, office operations, and cross-functional coordination, helping ensure the workplace runs smoothly while supporting leadership productivity.

This position is well suited for someone who is detail-oriented, organized, and comfortable working in a collaborative startup environment.

Key Responsibilities: Executive Support

• Manage calendars and scheduling for the President and other C-level leaders as needed

• Coordinate internal and external meetings including leadership meetings, board sessions, and investor meetings

• Prepare meeting agendas, presentation materials, and follow-up notes

• Track action items and assist with meeting coordination across teams

• Support confidential communications and maintain professional discretion

• Help anticipate scheduling needs and remove administrative friction for leadership

Office, Facilities & Operations Management

• Oversee daily office operations and maintain a productive work environment

• Manage relationships with office vendors (facilities, catering, IT support, office supplies)

• Support office moves and workspace logistics including furniture, equipment, and IT setup

• Ensure office readiness for team members and visitors

• Coordinate onboarding logistics and workspace setup for new hires

• Assist with organizing operational trackers, documentation, and shared resources

• Help maintain scalable operational processes appropriate for an early-stage startup

Event Planning & Team Coordination

• Coordinate internal company events, team gatherings, and leadership offsites

• Support logistics for sales meetings, company events, and leadership sessions

• Assist with travel coordination, meeting spaces, catering, and vendor logistics

• Help prepare run-of-show documentation for internal events and meetings

Marketing Support

• Coordinate marketing initiatives including events, webinars, and campaigns

• Support presentation preparation for conferences, webinars, and partner meetings

• Coordinate communications with external vendors and marketing partners

Cross-Functional Operational Support

• Provide operational support to other founders and leadership team members as needed

• Assist with People/HR administrative tasks including documentation and benefits coordination

• Support Finance with expense tracking and vendor invoice coordination

• Maintain organized documentation across company systems and shared drives

Ideal Candidate Profile

• 5–8 years of experience in executive administration, office management, startup operations, or similar roles

• Experience supporting senior leaders in fast-paced environments

• Strong organizational and time management skills

• Excellent written and verbal communication abilities

• High level of discretion and professionalism when handling confidential matters

• Comfortable working onsite in a collaborative startup environment

• Experience coordinating facilities, vendors, and office logistics is a plus

• Familiarity with marketing coordination tools (Canva, LinkedIn, Mailchimp, etc.) is helpful

• Proficiency with Google Workspace, Slack, Zoom, and modern SaaS tools

Personal Attributes

• Organized and detail-oriented

• Resourceful and solutions-focused

• Strong communication and collaboration skills

• Professional and trustworthy. Diplomatic and uses discretion under all circumstances

• Comfortable working in a fast-paced startup environment

Compensation & Benefits

• Base Salary: $120,000 – $140,000 annually

• Health, dental, and vision benefits

• Paid time off and company holidays

• Opportunity to grow into expanded operations leadership as the company scales

Location

San Francisco Bay Area — Redwood City, CA: Onsite

Why This Role Matters

This role supports the productivity of the President and leadership team while helping maintain a well-organized and efficient workplace. By coordinating executive schedules, office operations, and key internal activities, the Executive Administrator helps create the structure needed for the startup to scale effectively.

Please email resumes: helenmm@live.com

www.ventureops.ai