Executive Administrator and Office Manager [Part-time]
Willow is a platform for products that help improve the lives and health of women. We are a mission-driven team of experienced inventors, mothers, and fathers dedicated to making a difference in women’s lives. The Willow™ Wearable Breast Pump, selected as one of TIME's 25 Best Inventions in 2017 and 2018 CES Innovation Award for Wearable Technologies, is the first solution in our platform.
We are looking for a highly organized, proactive, and professional Executive Administrator & Office Manager to support administrative work for our CEO and leadership team and oversee the smooth running of our office operations. This part-time role combines strategic executive support with hands-on office and facilities coordination. The ideal candidate thrives in a fast-paced environment, demonstrates strong judgment, and can anticipate needs while juggling competing priorities. This role reports to the HR Manager and requires a minimum of 3 days per week on-site between 10am-3pm at our offices in Mountain View, CA.
Roles & Responsibilities | What you'll do:
Executive Support & Calendar Management
- Provide sophisticated calendar management: manage and maintain company and leadership calendars, schedule recurring and ad hoc meetings, and proactively resolve scheduling conflicts
- Develop a strong understanding of the CEO’s priorities to help optimize their time
- Schedule and coordinate internal and external meetings including one-on-ones, team meetings, All Hands, board meetings, and off-sites
- Anticipate changes and adjust scheduling based on shifting priorities and business needs
- Manage external scheduling with professionalism and rigor, ensuring positive perceptions of Willow from the external business and investor community
- Act as a communication bridge between the CEO and internal teams, Board members, and external stakeholders while maintaining trust and confidentiality
- Manage all board meeting logistics: schedule meetings, liaise with Board members and their EAs, and support communication and material preparation
Office Management & Operations
- Review, organize, and distribute incoming mail and deliveries to the appropriate internal contacts
- Coordinate with building management and service vendors to ensure daily maintenance, cleanliness, and general office upkeep
- Manage and replenish office and kitchen supplies including snacks, beverages, and basic equipment
- Order lunches and catering for in-office meetings and events
- Serve as the go-to point of contact for general employee office-related requests
- Organize in office team events and support company wide cultural initiatives
- Provide ad hoc support for HR and administrative tasks
Experience | What you'll bring:
- 3+ years of experience in an Executive Assistant, Office Manager, or hybrid administrative role
- Demonstrated ability to manage complex calendars, maintain discretion, and interact confidently with senior stakeholders
- Experience with Google Workspace, Slack, Zoom, and with the ability to quickly adapt to new applications and tools
- Strong organizational, project management and problem-solving skills with multi-tasking abilities
- Excellent communication skills and the ability to work effectively across the organization at all levels
- Highly proactive and solutions-oriented, with a keen sense of judgment and prioritization
Work Hours: 15-20 hours per week, 10am-3pm required onsite a minimum of 3 days per week.
Location: Mountain View, CA
Compensation: $45-$55/hour depending on experience
Willow is proud to be an equal opportunity workplace. We are committed to equal employment opportunities regardless of gender, race, religion, sexual orientation, gender identity, age, marital status, disability, or Veteran status.
Apply for this job
*
indicates a required field