Office Manager & Executive Assistant to Founders

As a startup grows from "scrappy" to "scaled," the glue that holds everything together is often one person. We are looking for a seasoned, high-energy Office Manager & Executive Assistant to be the heartbeat of our office and the strategic partner to our founding team. In this dual-impact role, you will balance the complex logistical needs of our 25–50 person team with high-level administrative support for our founders. We are looking for a "culture architect"—someone who doesn't just manage desks, but builds an environment where people do their best work. Responsibilities Executive Support & Communications High-Stakes Calendar Management: Own the founders' schedules with precision, prioritizing high-value meetings and resolving conflicts across multiple time zones. Travel & Expenses: Coordinate end-to-end travel (flights, lodging, ground transport) and manage all subsequent expense reconciliation and reimbursements. Readiness at all times: Ensure the founders are "meeting-ready" by preparing agendas, setting up conference rooms, managing A/V, and coordinating catering as needed for board meetings and investor sessions. Executive Correspondence: Act as a gatekeeper and liaison, drafting professional internal and external communications on behalf of the leadership team. Office Operations & HR Partnership HR Support: Work in lockstep with the VP of HR to provide logistical and administrative support for team trainings, performance cycles, and employee development initiatives. Vendor Ecosystem: Source, vet, and manage all office vendor relationships (snacks, coffee, cleaning, IT peripherals) to ensure a premium employee experience. Facilities & Safety: Serve as the primary point of contact for building management to ensure the office is safe, functional, and aesthetically professional. Budgetary Oversight: Proactively manage the office operations budget working with the VP of Finance, ensuring we scale our perks responsibly. Culture & Events Strategic Event Planning: Support planning-of and lead the end-to-end execution of team-building events, holiday parties, and high-impact quarterly offsites. Onboarding: Partner with HR to ensure every new hire has a seamless "Day One," including workstation setup, welcome swag, and building orientation. What we offer Competitive compensation including equity ownership - We want you to feel like an owner and benefit directly from the company's growth! 401(k) company contributions Comprehensive coverage: The company pays 90% of the medical premium costs for you and your dependents and 80% of the dental and vision plan costs. We offer multiple plans to fit your needs, including medical plans from Anthem Blue Cross and Kaiser. Flexible PTO: We trust our team to manage their time. Each employee accrues 15 days of PTO/year and we encourage everyone to take a minimum of 2 weeks off per year to relax and recharge. Paid Holidays: 13 days per year, including 2 floating personal days per year, depending on when you start. Requirements & Qualifications Experience: Minimum of 5+ years in office management or executive assistant roles, ideally within a fast-paced, high-growth startup environment. Exceptional Communication: You must possess very strong written and verbal communication skills. You are comfortable drafting company-wide announcements and speaking confidently to stakeholders at all levels. Technical Mastery: Expert fluency in Google Workspace (Docs, Sheets, Slides, and complex Calendar management). Video Conferencing Pro: Deep familiarity with troubleshooting and managing Google Meet, Zoom, WebEx and Microsoft Teams. The "Proactivity" Gene: You are a natural problem-solver who anticipates needs before they are voiced. You anticipate the founders’ needs before they even realize they have them. You don't just report problems; you come to the table with potential solutions. Adaptability: You are comfortable with ambiguity and can pivot quickly when priorities change. High EQ & Discretion: You handle sensitive information with absolute confidentiality and bring a warm, professional presence to the office every day. #J-18808-Ljbffr Majestic Labs ai