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:

• Own the CEO's calendar, inbox triage, and meeting prep, and book travel and manage logistics
• Run sales follow-up: draft, send, and track responses on open meetings, and keep our AI-assisted follow-up workflow current
• Prep briefs for investor meetings, customer calls, and external events
• Run the office: supplies, mail, repairs, vendors, the lease, and the office move once the new lease is signed
• Work the front desk. Greet whoever walks in, and keep packages and mail from piling up
• Set the tone of the space. You're the reason the office feels calm on a normal day and handled on a chaotic one. You'll know everyone's name and clock when something's off before they do
• Onboard new hires end to end (laptops, accounts, access, welcome kit) and off-board cleanly
• Keep recruiting moving: schedule interviews, manage candidate experience, run work-trial logistics, keep Ashby clean
• Own day-of execution for in-person events, from venue and catering to guest list and RSVPs
• Build internal automations in Claude and Relay, and write the SOPs so recurring work runs without you

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