Executive Assistant & Office Experience Associate

Valence • New York, NY

30d • Hybrid

About The Position

This is a rare opportunity to be the operational heartbeat of a fast-moving, high-performance team. As our Executive Assistant & Office Experience Associate, you'll keep our executive team running at full speed and make sure our New York and global offices are places people actually want to show up to.

This role is intentionally broad: in addition to EA and office experience support, you’ll take ownership of a wide-range of operational work that comes up in a scaling startup — identifying what needs doing, figuring out the path forward, and driving it to completion without perfect instructions. You’ll work directly with senior leadership and have a front-row seat to how a category-defining AI company operates day to day.

Requirements

• 3–5 years in an EA, office management, or operations support role — ideally in a fast-paced startup or tech environment
• Obsessive attention to detail with a track record of nothing falling through the cracks
• Discretion and professionalism with sensitive information and executive access
• Strong written communication — you write clearly and can represent an exec's voice when needed
• Highly proficient with Google Workspace (Calendar, Gmail, Drive), Slack, and Zoom; comfortable picking up new tools fast
• Low ego, high ownership — you take initiative, ask sharp questions, and don’t need to be told twice
• Comfort with ambiguity: able to operate with unclear priorities and incomplete instructions, proactively surface risks/trends, and drive solutions before problems arise
• Warmth and presence that elevates the room; people feel the office is in good hands when you're around
• Candidates must have valid travel documents without work authorization restrictions in the US and Canada.

Nice To Haves

• experience with Notion, tech tools (Ramp, Ashby, HiBob, Compt, etc.), or travel booking platforms

Responsibilities

• Own complex calendar management for senior leaders across multiple time zones — prioritizing competing demands, protecting deep work time, and staying three steps ahead
• Coordinate domestic and international travel — flights, hotels, ground transport, itineraries — end to end, no gaps
• Draft and manage communications, briefing materials, and meeting prep on behalf of executives
• Track and process expense reports, invoices, and reimbursements accurately and on time
• Anticipate needs before they're voiced; flag conflicts, follow up on open items, and keep everyone moving
• Support broader team/event logistics as needed (e.g., room blocks, vendor coordination) — with clear prioritization and alignment on what the team should self-serve vs. what you own
• Serve as a main point of contact for visitors, candidates, and guests — setting the tone for a world-class experience across both our NY and global offices
• Own the day-to-day office environment: supplies, snacks, equipment, vendor relationships, and overall vibe
• Coordinate logistics for team events, offsites, board visits, and candidate on-sites
• Partner with People and IT on new hire onboarding — desk setup, swag, access, and first-day experience
• Identify and solve gaps in office operations before they become problems
• Take ownership of ambiguous, cross-functional support work that “just needs to get done” — from discovery to execution (often without a clear playbook)
• Coordinate with vendors and external partners to resolve operational blockers (e.g., calling providers, troubleshooting account issues, escalating until solved)
• Maintain key operational records and documentation (e.g., software/vendor contract records, shared drives, internal directories)
• Keep company information up to date across systems (e.g., addresses, payment methods, account access)
• Build and maintain calendars/visibility into executive and team travel and key moments
• Support team community and culture logistics (e.g., helping teams plan social events)

Benefits

• Competitive salary including base + bonuses
• Comprehensive health coverage (medical, dental, vision) from day one
• Generous PTO, company-wide R&R shutdowns, and paid parental leave
• Retirement plan support for US and global employees
• Meaningful ownership in a venture-backed company at a growth inflection point
• Financial upside that comes from scaling fast
• Top-up grants as we scale and you deliver exceptional performance — your compensation grows alongside your impact

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed