Executive Assistant

Location: On-site:
Mountain View, CA

Experience

Required:

8+ years

Employment Type: Full-Time

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant/Office Manager to serve as a trusted partner to our co-founders and leadership team. This role goes beyond traditional administrative support, requiring exceptional judgment, responsiveness, and the ability to anticipate needs in a fast-paced, global environment. The ideal candidate will expertly manage executive priorities, complex scheduling, travel, meetings, and company-wide events while leveraging AI-powered tools and modern workplace technologies to improve efficiency.

Success in this role requires strong communication skills, discretion, adaptability, and a commitment to providing seamless support across time zones, including real-time assistance during executive travel and critical business activities.

• Partner closely with two co-founders/executives to manage complex, fast-changing calendars, prioritize competing demands, coordinate global travel, and optimize time allocation against strategic business objectives.
• Serve as a trusted gatekeeper and strategic scheduler by assessing meeting purpose, attendee roles, required executive participation, and business priority to ensure executives are engaged in the highest-value activities.
• Provide proactive, real-time support to executives across time zones, maintaining flexibility and responsiveness during domestic and international travel to address urgent needs, scheduling changes, and emerging priorities.
• Orchestrate high-impact internal and external meetings, board engagements, and events by managing agendas, preparing materials, coordinating logistics, documenting key decisions, and driving follow-through on action items.
• Plan and coordinate company-wide meetings, offsites, team gatherings, and special events, managing logistics for both in-person and virtual participation while thoughtfully accommodating team locations, time zones, and stakeholder availability to maximize engagement and effectiveness.
• Anticipate executive and organizational needs, identify and resolve operational challenges, and implement scalable processes that improve efficiency, alignment, and execution.
• Leverage AI-powered tools, automation platforms, and modern workplace technologies to streamline workflows, enhance productivity, improve information management, and reduce administrative overhead.
• Build credibility and trust through exceptional judgment, discretion, professionalism, responsiveness, and a commitment to delivering a seamless executive and stakeholder experience.

• Oversee daily office operations, ensuring smooth administrative, workplace, and employee support functions.
• Manage incoming physical and digital correspondence, including legal, finance, tax, and regulatory documents, by scanning, organizing, and maintaining accurate digital records while ensuring timely routing to the appropriate internal stakeholders for review and action.
• Manage office supply procurement, vendor relationships, equipment ordering, and inventory tracking.
• Coordinate shipping, receiving, onboarding logistics, and IT equipment distribution for remote and hybrid employees.
• Support workspace planning, office expansion initiatives, and operational process improvements in partnership with leadership.
• Facilitate onboarding and offboarding by coordinating workspace setup, access management, technology requests, and employee resources.
• Assist with facilities management, including maintenance coordination, safety compliance, and office readiness.
• Manage company swag, fulfillment logistics, and inventory for recruiting initiatives, internal teams, and customer events.
• Serve as a primary point of contact for employees, vendors, and visitors while fostering a positive workplace culture.

• 8+ years of experience supporting executives, office operations, or workplace management within a fast-paced startup or tech environment.
• Proven ability to manage multiple priorities, complex schedules, and competing deadlines with strong attention to detail.
• Experience coordinating travel, meetings, events, vendor relationships, and office logistics.
• Strong written and verbal communication skills with the ability to interact professionally with executives, employees, customers, and external stakeholders.
• Highly organized, proactive, and resourceful with exceptional problem-solving and follow-through skills.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Experience supporting remote and hybrid teams, including onboarding, equipment coordination, and employee support.
• Proficiency with productivity and collaboration tools such as Google Workspace, Microsoft Office, Slack, Zoom, and project management platforms.
• Comfortable leveraging AI tools and automation technologies to improve efficiency, streamline workflows, and…