Office Manager & Executive Assistant - San Mateo, CA

Full-time - Entry Level

Hybrid - San Mateo, CA

Professional, Scientific, and Technical Services

About the position

The Office Manager & Executive Assistant will take a leadership role in creating a dynamic and smooth-running professional office environment while providing executive support to optimize executive productivity. The ideal candidate will take ownership of cultivating the energy and personality of the office, bringing impeccable attention to detail and ensuring that every aspect of the office-from aesthetics to operations-runs smoothly while contributing to a collaborative, engaging, and productive workplace that reflects our company's values. This is a full-time, in-office role; remote or hybrid work arrangements will not be considered, as a physical presence is critical for managing the office environment and fostering our in-office culture.

Responsibilities

• Oversee daily office operations to maintain a meticulously organized, functional, and productive workspace.
• Lead the ongoing design and enhancement of the office environment, ensuring every detail-from space planning to décor-creates an inviting and energizing atmosphere that fosters collaboration and reflects the company's vision, mission, and values.
• Act as a culture ambassador, actively shaping the energy and personality of the office through thoughtful design and creating a collaborative and inclusive environment.
• Plan and execute corporate and office events-from small meetings and social events to large-scale gatherings-ensuring professional, engaging, and on-brand experiences for all attendees.
• Serve as a leadership presence, ensuring high standards of professionalism and attention to detail and creating a connected, motivating environment for all employees.
• Support employee onboarding, integrating new hires into the office, and fostering a seamless cultural transition.
• Manage office policies, procedures, and safety protocols to ensure a compliant and secure workspace.
• Coordinate with vendors, contractors, and IT, managing external relationships to continuously enhance the office's functionality and collaborative spirit.
• Provide executive-level administrative support, including managing calendars, scheduling meetings, and arranging travel for senior executives.
• Prepare and edit documents, presentations, reports, and correspondence for executives.
• Handle confidential and sensitive information with discretion.
• Coordinate executive meetings, board meetings, and special events, including agenda creation, note-taking, and follow-up on action items.
• Assist with special projects and initiatives, ensuring timely completion of objectives.
• Manage communication on behalf of executives, including screening calls and emails and responding to inquiries.
• Handle occasional personal tasks for executives to support their work-life balance.

Requirements

• Proven experience in office management, executive assistance, or a similar dual role.
• Demonstrated leadership in shaping office culture and creating an inspiring, engaging workplace.
• Strong organizational and multitasking abilities with an eye for detail and a flair for creativity in all aspects of work.
• Extraordinary communication and interpersonal skills.
• Proficiency in Google Workspace, Microsoft Office Suite, and other relevant software.
• Problem-solving skills.
• Ability to manage budgets and work with external vendors.
• High level of discretion in handling sensitive and confidential information.
• Ability to work independently and proactively in a fast-paced environment.

Nice-to-haves

• Experience in design, interior design and/or space planning, and creating aesthetically appealing and functional office environments.
• Experience in event management, with a proven track record of impeccable attention to detail in planning and executing successful events.
• Paralegal experience supporting tasks requiring document management, contract coordination, and legal compliance.

Benefits

• Competitive salary and equity grant
• Comprehensive benefits package including medical, dental & vision insurance with 100% of monthly premium covered for employees
• Unlimited Paid Time Off
• Company-sponsored 401k plan