Executive Assistant & Office Operations Manager

Neurophos • San Mateo, CA

6d • Onsite

About The Position

Neurophos is seeking a proactive, highly organized, and adaptable Executive Assistant to provide comprehensive support to the Chief Technology Officer and his leadership team. As a key member of our growing team, you will serve as a force multiplier for our leadership, ensuring their time is optimized as we scale. We’re looking for someone eager to work in an early-stage environment and excited to help us grow. This is an opportunity to support key executives while also being a driving force in developing the company culture and team.

Requirements

• 3 to 5+ years in an executive administrative or executive support role, ideally within a high-growth startup.
• Excellent calendar management skills, including the coordination of complex meetings and travel.
• Great verbal and written communication skills.
• Exceptional attention to detail and the ability to manage multiple workstreams simultaneously without oversight.
• Self-motivated, takes initiative, and operates with sound judgment. Operates as a trusted partner to all.
• Solutions-oriented approach to problem solving.
• Proven ability to handle confidential information with absolute integrity.
• Confident communicator. Good decorum, discretion, and presence in dealing with internal teams and external partners.
• Able to multitask well and handle tasks and projects in an early-stage environment.

Nice To Haves

• Strong project management skills with experience coordinating complex events and multi-step processes.
• Experience using tools like Asana, Notion, or Trello to track long-term executive projects.
• Expert in Google Workspace (Gmail, Calendar, Docs, Sheets) and modern communication tools like Slack and Zoom.
• Experience in organizing large-scale company events, such as off-sites, conferences, or team-building activities.
• Experience managing contracts or other legal matters is a plus.

Responsibilities

• Proactively manage the calendar for our CTO and our engineering VPs.
• Coordinate end-to-end travel arrangements, including flights, lodging, and detailed itineraries.
• Prepare agendas, take concise minutes, and track action items to ensure follow-through on key initiatives.
• Assist with preparing presentation decks, internal documentation, and communications.
• As Neurophos grows, you will help establish administrative processes and, as needed, support additional executives.
• Manage expensing for supported leaders.
• Lead administration for our San Jose office, coordinating events, looking after day-to-day operations, and helping make it a great place to work.
• Oversee relationships with building management, cleaning services, and office suppliers; manage snacks, catering, and office equipment.
• Organize team lunches and get-togethers for the San Jose office to bring people together and foster team culture in our new office.
• Help coordinate the "Day 1" experience for new hires in SJ, ensuring they have the equipment and access they need.

Benefits

• 100% coverage of base health plan premiums for you and your dependents, plus HSA contributions.
• Unlimited PTO. No rigid vacation banks, just a focus on delivery.
• 401(k) matching and stock option opportunities to ensure our success is your success.
• Full suite of voluntary benefits, including Dental, Vision, Life, Hospital, Critical Illness, and Accident insurance.
• Personalized Benefits. Choose the plans that fit your life and take the cash back for those that don’t.

What This Job Offers

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