What are the responsibilities and job description for the Executive Assistant/Office Manager to CEO at Innovative Series A Startup position at Bloom Talent?
Series A innovative data processing startup solving critical processing challenges in the AI era is looking for an Executive Assistant/Office Manager to support their CEO. This is an exciting opportunity to be a partner to the Executive and grow in your role as they scale! As the right hand to the CEO, you’ll expertly manage calendars, coordinate and prepare for important meetings, arrange travel while overseeing office operations, including vendor management, employee onboarding, and organizing team events. Someone trustworthy, proactive, and brings warmth to a technical environment, with strong organizational skills and a positive attitude. This role is fully in-office in Mountain View (near Castro Street). 120-140K DOE generous benefits, equity, and flexible PTO!
Responsibilities:
- Provide administrative support to the CEO, including calendar management, meeting coordination, and logistics.
- Support the preparation and execution of key internal meetings such as All Hands, board meetings, and guest visits by managing meeting spaces, ensuring a welcoming environment, and handling follow-up logistics.
- Manage travel logistics and activities, including booking flights, accommodations, transportation, and meals for the CEO.
- Manage communication with employees by liaising with internal and external executives on various projects and tasks.
- Oversee office operations such as ordering supplies, managing vendors, organizing catering and lunches, and maintaining a clean and organized workspace.
- Coordinate new employee onboarding processes, including liaising with legal teams on visa requirements and documentation.
- Support the recruiting process by scheduling interviews, managing the candidate pipeline, and coordinating communication.
- Assist with company communication, event planning, and execution of both internal and off-site activities.
- Maintain accurate records of expenses, prepare reports, and support budget tracking when needed.
- Organize and maintain digital and physical filing systems, manage inventory, and support ad hoc administrative needs as they arise.
- Take initiative in maintaining a positive, detail-oriented work environment and stepping in to support various team tasks beyond standard responsibilities.
Qualifications:
- Previous 3 years of experience as an Executive Assistant, ideally supporting senior leadership,
- Experience in a fast-paced startup or tech-oriented environment.
- High degree of professionalism, discretion, and trustworthiness with access to sensitive information, including company strategies and board discussions.
- Strong interpersonal skills with the ability to act as a gatekeeper. Represent the Executive and company professionally.
- Proactive, solution-oriented mindset with a "get it done" attitude and willingness to take initiative and ownership of responsibilities.
- Excellent organizational, time management, written, and verbal communication skills.
- Proficiency in Google Workspace, Zoom, DocuSign, and an aptitude for quickly learning new tools and systems.
*Please Note: Your application will be considered for all open positions. You do not need to apply for multiple roles.
