Executive Assistant - CEO / Office Manager

We are seeking a highly experienced Executive Assistant & Office Manager to support our CEO directly and serve as the operational owner of our office and building. This role is critical to the efficiency, organization, and day-to-day success of the CEO and the broader leadership team. The ideal candidate is exceptionally detail-oriented, proactive, discreet, and comfortable operating with a high degree of autonomy.

This position reports exclusively to the CEO and is responsible for both executive support and full office/building operations.

• Serve as the executive assistant to the CEO, managing a complex and dynamic calendar, including scheduling, prioritization, reminders, and conflict resolution.
• Anticipate the CEO’s needs by staying ahead of deadlines, meetings, and sensitive matters; act with urgency, discretion, and sound judgment.
• Manage the CEO’s inbox by managing systems, folders, and rules to optimize responsiveness and productivity.
• Coordinate and prepare materials for meetings, board interactions, and external engagements.
• Attend meetings as needed, capture detailed and actionable notes, and ensure timely follow-ups.
• Draft, format, and proofread internal and external communications, including emails, memos, presentations, and reports.
• Act as a trusted gatekeeper and liaison between the CEO and internal/external stakeholders.

• Own day-to-day office and building operations, ensuring a seamless, professional, and well-run workplace.
• Maintain office inventory and supplies; proactively anticipate needs, evaluate vendors, place orders, and expedite when necessary.
• Ensure proper operation of office equipment; coordinate maintenance, repairs, and troubleshooting as needed.
• Manage relationships with, vendors, service providers, and landlords.
• Oversee office logistics, including space planning, seating, access, and general workplace organization.
• Create and maintain systems, processes, and documentation that improve office efficiency and employee experience.

• Work cross-functionally with senior leaders as directed by the CEO to support key initiatives and special projects.
• Manage information flow accurately and efficiently across leadership.
• Exercise sound judgment in handling confidential and sensitive information.

• 2–5+ years of experience as an executive assistant or administrative professional, with direct support of senior executives (CEO support strongly preferred).
• Demonstrated experience managing office operations and facilities.
• Advanced proficiency in Microsoft Word, Excel, and Outlook.
• Exceptional written and verbal communication skills, including professional email drafting and phone etiquette.
• Strong organizational skills with the ability to prioritize competing demands and adapt quickly to change.
• High level of discretion, professionalism, and trustworthiness.
• Familiarity with office equipment, systems, and administrative tools (e.g., e-calendars, printers, scanners).
• Ability to work independently with minimal guidance and make informed decisions.
• This role is required to be on-site Monday–Friday, 8:00 AM–5:00 PM at our Palo Alto, CA headquarters.

Base Pay $100,000.00 Per Annum, Subject to Bonus.