Executive Admin & Office Manager

Location: Palo Alto, CA (South Bay)

We're seeking an experienced Executive Administrative professional with a proven track record of thriving in high-growth startup environments, where adaptability and quick decision-making are essential. The ideal candidate will bring demonstrated experience supporting C-level executives through rapid scaling phases, with the ability to masterfully juggle competing priorities while maintaining exceptional attention to detail and organizational systems that can scale with the company. Beyond traditional EA skills, we need a strategic partner who can anticipate needs before they arise, build and optimize processes from the ground up, and contribute to cultivating a vibrant office culture during this pivotal growth phase. This hybrid role requires a minimum of one day per week in our Palo Alto WeWork office.

About the Role

As our Executive Admin & Office Manager, you'll be the backbone of our organizational operations, supporting both our CEO and CTO while ensuring smooth office operations. You'll need exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities effectively.

Key Responsibilities

Executive Support

• Manage complex calendars for CEO and CTO, including scheduling meetings, coordinating with internal and external stakeholders
• Arrange comprehensive travel logistics including flights and hotels for business meetings and conferences
• Provide high-level administrative support for special projects and initiatives

Office Management

• Serve as primary liaison with WeWork community staff
• Manage office access including employee and guest registration
• Oversee conference room bookings
• Maintain office supplies and equipment
• Review and scan all office mail

Company Culture & Operations

• Manage company swag program, including:
• Conference merchandise and materials
• New hire welcome packages
• Customer appreciation boxes
• Build and maintain relationships with vendors and service providers
• Support company culture initiatives and events

Qualifications

Required

• Prior experience working in the start-up space, preferably Series B through Series D
• 4+ years of executive administrative experience
• Exceptional organizational and time management skills
• Strong communication skills, both written and verbal
• Proficiency in Google Workspace
• Ability to maintain confidentiality and exercise discretion
• Located in South Bay area with ability to commute to Palo Alto office
• Experience working in a startup or fast-paced tech environment