Executive Assistant / Office Manager

$70,000 - $85,000/Yr

Unclassified - Palo Alto, CA

Full-time - Entry Level

Palo Alto, CA

About the position

At Fiddler, we are on a mission to build trust in AI, addressing the challenges that arise from its rapid integration into society. As an Executive Assistant and Office Manager, you will play a pivotal role in supporting our Leadership Team and People Ops Team during this exciting phase of hyper-growth. This position is based in our Palo Alto office, where you will be expected to work five days a week, directly reporting to the Senior HR Business Partner. In your capacity as an Executive Assistant, you will be the core support for the Chief Executive Officer and the leadership team. Your responsibilities will include managing internal calendars, coordinating high-volume meetings with candidates and hiring teams, and assisting with various ad-hoc projects. You will also be instrumental in organizing company-wide and leadership meetings, ensuring that all logistics are handled efficiently. As the Office Manager, you will oversee the daily operations of our Palo Alto office, helping to develop and implement office policies that maintain an efficient workspace. This includes managing relationships with local vendors and contractors, organizing company events and team-building activities, and handling logistics for remote employees. You will also be responsible for managing office supplies, greeting candidates, and ensuring a welcoming environment for all visitors. Additionally, you will assist with IT and HR operations, including pre-boarding logistics for new hires, onboarding software setup, and offboarding processes. This multifaceted role requires a proactive and organized individual who thrives in a fast-paced environment and is eager to contribute to a culture of collaboration and support.

Responsibilities

• Manage internal calendars for the CEO and leadership team.
• Coordinate company-wide and leadership meetings.
• Assist in high-volume meeting coordination with candidates and hiring teams.
• Oversee day-to-day operations of the Palo Alto office.
• Develop and implement office policies for an efficient workspace.
• Manage relationships and contracts with local vendors and contractors.
• Organize company-wide events, happy hours, and team-building activities.
• Coordinate travel and expenses for remote employees.
• Manage company swag, employee gifts, and celebrations.
• Check and scan mail, manage snack and drink deliveries.
• Oversee daily lunch ordering for in-office employees.
• Greet and assist candidates during office interviews.
• Assist with pre-boarding logistics for new hires.
• Support onboarding software setup and access management.
• Manage offboarding processes for departing employees.

Requirements

• 4+ years of experience as an executive assistant or office manager.
• Bachelor's degree in business administration or a related field preferred.
• Previous experience in facilities or office management, executive assistance, and onboarding is a plus.
• Strong ability to prioritize tasks in a fast-paced environment.
• Organized, detail-oriented, and proactive with a 'no job too small' mentality.
• Self-starter with a 'can-do' attitude and ability to execute with minimal training.
• Strong interpersonal skills to work with various teams and individuals.
• Excellent time management skills with the ability to multi-task and manage projects.
• Experience with G Suite products, Asana, and DocuSign.

Nice-to-haves

• Experience in People Operations is a plus.
• Familiarity with HR operations and logistics.

Benefits

• Happy hour events
• Competitive salary range of $70,000 - $85,000 based on experience and location.