Executive Assistant and Office Manager

Executive Assistant And Office Manager

You own the systems that let the founder and team focus on building and selling. The role spans executive support, office operations, vendor and finance ops, IT setup, recruiting coordination, event production, and the internal AI workflows that hold it all together. You report to the CEO. This is a high-trust, high-autonomy role at a fast-moving early-stage company. You're the person who makes everything else run on time.

The candidate we're looking for does the following:

• Executive support: Own the CEO's calendar, inbox triage, and meeting prep. Book travel and manage logistics. Prep briefs for investor meetings, customer calls, and external events.

• Sales operations support: Run sales follow-up: draft, send, and track responses on open meetings. Maintain and improve our AI-assisted follow-up workflow.

• Office management: Run the office move once the new lease is signed. Coordinate interior design, vendors, build-out, Zoom room setup. Day-to-day: supplies, snacks, mail, repairs, cleaning vendor. Manage lease relationship and renewals.

• Finance ops: Expense management: collect receipts, code transactions, reconcile against budget. Vendor management: contracts, invoices, payments, renewal tracking. Bookkeeping support: liaise with accountant, prep documents for close, run AP. Software subscription audit and license management.

• IT and onboarding: New hire setup: laptops, accounts, software access, Slack, email, calendar, GitHub. First-day experience: welcome kit, intro schedule, paperwork. Off-boarding: account de-provisioning, equipment retrieval, final paperwork. Maintain the IT asset inventory. You can call an IT contractor for troubleshooting.

• Recruiting operations: Run sourcing in Ashby: build searches, manage candidate pipelines, keep stages clean, surface promising profiles to the CEO and hiring managers. Write and send candidate outreach, track replies, follow up. Coordinate and run work trials: scope the trial with the hiring manager, send the brief, manage logistics during the trial, collect feedback, debrief. Schedule interviews end-to-end. Manage candidate communication and experience. Offer logistics: backgrounds, references, paperwork, start-date coordination. Ashby hygiene and pipeline reporting: weekly snapshot of where every candidate sits. Maintain the careers page and basic employer-brand surface area.

• Events: Own day-of execution for in-person events (partner events, founder dinners, member sessions). Vendor sourcing: venues, catering, AV, swag. Guest list management, RSVPs, communications.

• AI workflows and SOPs: Build and maintain internal automations in Claude and Relay. Write SOPs for recurring processes: onboarding, expense flow, event runbooks, sales follow-up. Keep the sales follow-up AI prompt current as tone shifts and the team grows.

Basic qualifications:

• 3+ years in executive support, chief of staff, office management, or a similarly broad role at a startup or small high-output team

• You default to writing things down. SOPs, runbooks, and checklists are how you scale yourself

• You're fluent with modern tools: Slack, Notion, Google Workspace, Ashby or an equivalent ATS, expense and AP tools, calendar and travel platforms

• You move fast and finish. You'd rather ship a v1 today than a v3 next week

• You read context well. You know when to ask, when to decide, and when to just handle it

• Strong written communication. You can draft a credible follow-up email, a candidate note, or a vendor brief without hand-holding

• You're in SF or moving here. We work from the office

Preferred qualifications:

• You've used AI tools (Claude, ChatGPT, Relay, Zapier) to automate real work, not just experiment

• You've set up payroll or benefits from scratch, or cleaned up a mess someone left behind

• You've run an office move or a company offsite end to end