Office Manager and Personal Assistant to CEO

Office Management

• →Manage the day-to-day operations of the office and ensure a productive, organized, and welcoming workplace.
• →Manage relationships with office vendors and service providers.
• →Oversee office supplies, facilities, security, maintenance, and workplace experience.
• →Coordinate office onboarding logistics for new employees.
• →Organize and coordinate office events and activities.
• →Coordinate visitors and provide executive-level hospitality.
• →Maintain organized office filing systems and records.
• →Support other office-related initiatives and responsibilities as needed.

Executive & Personal Assistance

• →Manage the CEO's complex calendar and meeting schedule, ensuring priorities are effectively organized.
• →Coordinate domestic and international travel, including flights, accommodations, transportation, and detailed itineraries.
• →Respond to and prioritize correspondence and communications on behalf of the CEO.
• →Prepare meeting agendas, presentations, briefing materials, and other executive documents.
• →Attend meetings, take accurate minutes, and track follow-up actions and deliverables.
• →Process expenses, approvals, and related administrative documentation.
• →Support Board meetings and executive leadership meetings.
• →Maintain executive records and confidential information with a high level of discretion.
• →Coordinate executive visitors, meetings, and hospitality.
• →Provide responsive support when unexpected situations arise, including travel disruptions or last-minute schedule changes.
• →Partner with teams across the organization on special projects and strategic initiatives.
• →Perform additional administrative and executive support duties as assigned.

Required Qualifications

Experience

• →Minimum 3 to 7 years of experience working as an Office Manager, Executive Assistant, Personal Assistant, or in a comparable administrative role.
• →Demonstrated track record of directly supporting C-suite executives.
• →Broad administrative experience across project coordination, calendar management, travel operations, office administration, meeting support, and executive communications.
• →Experience managing multiple priorities and responsibilities simultaneously in a fast-paced environment.
• →Experience handling confidential and sensitive information with discretion.

Technical Skills

• →Proficiency with Microsoft 365.
• →Proficiency with Google Workspace.
• →Strong working knowledge of Slack and Zoom.
• →Ability to quickly learn and effectively use new workplace and administrative tools.

Soft Skills

• →Exceptional organization and time-management skills.
• →Strong attention to detail and follow-through.
• →Ability to prioritize competing demands and manage multiple deadlines.
• →Excellent written and verbal communication skills.
• →High level of discretion, professionalism, and confidentiality.
• →Proactive, dependable, and highly responsive.
• →Comfortable operating with limited direction and taking ownership of responsibilities.
• →Willingness to provide ad-hoc support when necessary, including responding to unexpected travel or scheduling issues.

Dealbreaker
The following is a critical requirement for this position:

• →Demonstrated professional experience directly supporting C-suite executives is required.

Preferred Qualifications

• →Experience working in a high-growth technology company or similarly fast-paced environment.
• →Experience in a role requiring significant versatility and the ability to wear multiple hats.
• →Background in fast-paced operational environments such as event management, hospitality, restaurant coordination, or similar settings.
• →Bachelor's degree.

Ideal Candidate Profile
The ideal candidate is a highly organized, proactive, and discreet professional who combines strong office management capabilities with exceptional executive support skills.

This person should be comfortable managing the details of daily office operations while simultaneously serving as a trusted partner to the CEO. They should be able to anticipate needs, manage complex calendars and travel, coordinate meetings and communications, and keep multiple priorities moving forward without losing attention to detail.

The successful candidate will be an individual contributor who enjoys being hands-on and operational. They should thrive in a fast-paced technology environment, respond calmly to unexpected situations, and be willing to step in wherever needed to support the CEO and broader organization.

Candidates who have demonstrated stability in their career and have successfully managed both executive support and operational responsibilities will be particularly well suited to this opportunity.

Candidate Profile Considerations
Candidates may not be a strong fit if their background primarily reflects:

• →Frequent career moves, particularly multiple consecutive 1–2 year positions without demonstrated progression or stability.
• →Highly strategic roles such as Chief of Staff without substantial hands-on administrative and executive-assistant responsibilities.
• →Management of large administrative teams rather than hands-on individual-contributor work.
• →Experience focused primarily on strategic planning rather than day-to-day executive and office operations.

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