Executive Assistant & Workplace Experience Coordinator

About the role

The Executive Assistant & Workplace Experience Coordinator supports executive leaders and manages the day-to-day workplace, facilities, and team experience for our Burlingame warehouse. This role blends executive support with hands-on office and event coordination.

Responsibilities

• Provide administrative and logistical support to assigned executive leaders, including calendar management, scheduling, prioritization, and preparation
• Serve as a proactive partner in managing complex, fast-moving schedules with professionalism, discretion, and strong judgment
• Cook up and submit expense reports and handle written and verbal correspondence on behalf of executives
• Support travel planning as needed, including coordination with our travel agency and internal partners
• Own day-to-day office organization, cleanliness, and readiness, including conference rooms, common areas, and kitchen spaces
• Manage office and kitchen supplies: maintain inventory, anticipate needs, place orders, and ensure spaces are well-stocked and functional
• Run and empty dishwashers daily (or as needed) and ensure kitchen standards are upheld
• Support onboarding by preparing desk setups, coordinating keys, fobs, and providing office orientation
• Maintain seating charts and communicate changes, updates, and office norms clearly to team members
• Create and execute office décor plans, seasonal refreshes, and event-related updates, including budget ownership where applicable
• Oversee teleconference tools and Zoom Rooms, providing basic troubleshooting and onsite support as needed
• Aid in administrative tasks such as mail handling, shipping, printing, and packaging special projects
• Partner closely with the Burlingame Warehouse Manager and Merchandising, Retail, and Media teams to understand and support evolving space and facility needs
• Plan and execute in-person and hybrid events including office lunches, onboarding welcomes, offsites, volunteer opportunities, and team celebrations
• Procure event supplies and catering; manage setup and teardown
• Support company offsites and trips, including logistics coordination and onsite support when needed
• Support onboarding and offboarding experiences, including equipment coordination, desk setup/reset, and equipment recovery
• Provide light graphic design or visual support for events and communications as needed
• Serve as a key communication bridge for office-related updates, events, and changes via email, Slack, and in-person interactions
• Provide Zoom Room and meeting support for onsite and hybrid meetings
• Partner with People Experience colleagues across locations to ensure consistent experiences and coverage
• Maintain flexibility to work outside traditional business hours when required for vendor access, events, or urgent facility needs
• Jump in on ad hoc projects and cross-functional initiatives as needed to support the business and team experience

Qualifications

• 5+ years of experience in executive assistance, office coordination, workplace operations, or a similar role
• Proven ability to juggle competing priorities with strong organization, follow-through, and attention to detail
• High degree of discretion, professionalism, and integrity when handling sensitive information
• Strong written and verbal communication skills with high emotional intelligence
• Comfort working in hands-on, physical environments (office and warehouse settings)
• Resourceful, proactive, and adaptable in dynamic and sometimes ambiguous situations
• Tech-savvy with experience using Microsoft Office (Outlook, Word, Excel), Zoom, Slack and collaboration tools
• Positive, service-oriented mindset with a genuine interest in creating welcoming, well-run spaces
• Regularly lift and/or move items up to ten pounds
• Occasionally lift and/or move items up to fifty pounds

Benefits

At Balsam Brands, we offer a comprehensive benefits package including:

• Competitive compensation, including a cash-based incentive plan; salary is reviewed yearly and may be adjusted as part of the normal compensation review process
• Comprehensive Medical, Dental, and Vision coverage, with 100% of monthly premiums covered for team members, and 85%+ employer-paid premiums for other coverage tiers that include dependents
• Up to $2,000 annual funding toward HSA accounts
• Medical, transit, dependent care FSA
• Infertility coverage offered on all medical plans
• Generous parental leave program and flexible return options
• Company-paid life and AD&D insurance
• Company-paid short and long-term disability insurance
• 401(k) with dollar-for-dollar company match up to $4,000 per calendar year
• Employee Assistance Program (EAP) and other mental health and wellness perks
• Paid holidays, annual shutdown week, PTO, and volunteer time-off (VTO) packages
• Paid 5-week sabbatical leave after 10 years of employment
• Annual continuous learning benefit up to $1,000 per person, per fiscal year
• Up to $300 flexible reimbursement to support setup of new team member's work-from-home environment
• Generous team member merchandise discount
• Valuable extras: identity theft protection, subsidized parking, monthly wellness, pet insurance, accident & critical illness insurance

Pay

The base pay range for this position is: $87,000 to $109,000. Placement within the posted salary range is based on several factors, including geographic location, experience, skills, alignment with role requirements and other job-related factors. It is uncommon for offers to be made at the top of the range, as this typically reflects a candidate who exceeds all role requirements and brings significant, directly applicable experience.