Executive Assistant & Officer Manager Palo Alto, CA

Key Responsibilities

• Manage complex calendars for 3+ executives, including internal meetings, customer calls, and leadership coordination
• Schedule meetings across multiple time zones and proactively resolve conflicts
• Cook up 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
• Serve as the primary point of contact for the Palo Alto office
• Manage the front desk and greet visitors, candidates, and partners
• Cook up 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
• Cook up 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