Executive Assistant / Office Manager

m.ph beauty•Los Angeles, CA

17h•Hybrid

About The Position

We're looking for an energetic, highly organized, and detail-oriented Executive Assistant & Office Manager who loves bringing order to fast-moving environments and making things happen behind the scenes. As the CEO's trusted partner and the owner of our office experience, you'll be at the center of everything—from keeping leadership organized and one step ahead to creating a welcoming, inspiring workplace for our growing team. No two days will look the same, and that's exactly how you like it.

Requirements

5+ years of experience supporting a Founder, CEO, or other senior executive in an Executive Assistant, Chief of Staff, Office Manager, or Operations role.
Previous office management or workplace operations experience, preferably in a startup or high-growth company.
Exceptional organizational skills with outstanding attention to detail.
A proactive mindset with the ability to anticipate needs before they arise.
Strong project management skills and the ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills.
High emotional intelligence, professionalism, and discretion when handling confidential information.
A resourceful, solutions-oriented attitude and willingness to roll up your sleeves.
Proficiency with Google Workspace and modern productivity tools.
Comfort working in a fast-paced, entrepreneurial environment where priorities evolve quickly.
A desire to work in person and be the heartbeat of the office. This role requires working from our LA office four days per week.
Flexibility to occasionally adjust hours to support executive schedules, company events, or business needs.

Nice To Haves

Love creating order out of chaos.
Naturally anticipate what needs to happen next.
Enjoy balancing strategic thinking with hands-on execution.
Take pride in making others more successful.
Notice the small details that make a big difference.
Build trust through reliability, professionalism, and follow-through.
Love being the person everyone can count on.
Are excited by the opportunity to help build and scale a growing beauty brand.

Responsibilities

Serve as the CEO's trusted partner, helping maximize her time and effectiveness.
Own complex calendar management, scheduling, and meeting logistics across internal and external stakeholders.
Anticipate scheduling conflicts and proactively solve problems before they arise.
Coordinate domestic and international travel arrangements, itineraries, and expense management.
Prepare meeting agendas, materials, presentations, and follow-up action items.
Track priorities, deadlines, and key deliverables, ensuring nothing falls through the cracks.
Assist with presentations, strategic initiatives, and special projects as assigned.
Act as a liaison between the CEO and internal teams, board members, investors, external partners, and vendors with professionalism and discretion.
Handle highly confidential information with the utmost integrity and sound judgment.
Become an extension of the CEO by anticipating needs, staying ahead of priorities, and proactively removing obstacles.
Own the day-to-day operations of the LA office, ensuring it is organized, welcoming, and operating efficiently.
Serve as the primary point of contact for building management, facilities, vendors, and office service providers.
Manage office supplies, kitchen inventory, equipment, shipping, mail, and office maintenance.
Ensure conference rooms, common areas, and workspaces are organized, stocked, and presentation-ready.
Coordinate employee onboarding logistics, workspace setup, office access, and supplies.
Support employee experience initiatives including celebrations, birthdays, team lunches, gifting, and culture-building activities.
Maintain office policies, directories, and operational processes.
Identify opportunities to improve office operations and implement systems that increase efficiency.
Play a key role in identifying and evaluating our next office space.
Coordinate with commercial brokers, landlords, designers, contractors, and vendors throughout the office selection and build-out process.
Manage project timelines, budgets, and logistics related to the office move.
Partner with leadership to create a workspace that reflects the mph brand and supports collaboration and creativity.
Lead planning and execution of the office relocation with minimal disruption to the business.
Help keep leadership and cross-functional teams organized around priorities, timelines, and deliverables.
Coordinate quarterly company offsites, leadership meetings, team events, and internal gatherings.
Assist with company-wide communications and meeting logistics.
Support cross-functional initiatives and jump into projects wherever needed.
Become the go-to person for solving problems, coordinating details, and ensuring the business runs smoothly behind the scenes.