Executive Assistant & Officer Manager

Executive Assistant & Office Manager

Location: Palo Alto, CA ( in- office 3– 4 days per week)

We are looking for a highly organized Executive Assistant & Office Manager to support our leadership team and oversee day- to- day operations of our Palo Alto office.

This role is responsible for managing executive calendars, coordinating meetings and travel, and ensuring the office runs smoothly. The ideal candidate is proactive, detail- oriented, and enjoys working in a fast- paced startup environment while supporting multiple senior leaders.

Key Responsibilities

Executive Support

Manage complex calendars for 3 + executives , including internal meetings, customer calls, and leadership coordination

Schedule meetings across multiple time zones and proactively resolve conflicts

Coordinate travel arrangements , including flights, hotels, and itineraries

Prepare meeting logistics including conference rooms, video conferencing, and materials

Support coordination of leadership meetings, board meetings, and investor meetings

Office Management

Serve as the primary point of contact for the Palo Alto office

Manage the front desk and greet visitors, candidates, and partners

Coordinate food orders, catering, and team lunches

Manage relationships with office vendors, building management, and service providers

Order and maintain office supplies and equipment

Handle incoming deliveries and office logistics

Team & Office Coordination

Coordinate team events, office gatherings, and offsites

Manage meeting room reservations and shared office spaces

Help maintain an organized, welcoming, and productive office environment

Support operational tasks that help the leadership team and broader company run smoothly

Qualifications

1+ years of experience in an Executive Assistant, Office Manager, or similar role

Experience supporting senior leaders

Strong organizational and time- management skills

Excellent communication and interpersonal skills

Ability to prioritize tasks and manage multiple requests in a fast- paced environment

Comfortable working in person in Palo Alto 3– 4 days per week

Ideal Candidate

Proactive and highly organized

Strong attention to detail

Professional and welcoming presence in the office

Comfortable interacting with executives, candidates, and external partners

Thrives in a startup environment with evolving priorities