Executive Assistant to the CEO & Office Manager

Fourier-posted 10 months ago
Full-time • Mid Level
Palo Alto, CA
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Fourier is seeking a highly organized and proactive Executive Assistant and Office Manager to support our CEO and executive team and ensure the smooth operation of our Palo Alto headquarters. This role is crucial in maintaining the efficiency of our team and coordinating clear communications, both internally and externally. The ideal candidate will have a strong organizational background, excellent communication skills, and the ability to thrive in a fast-paced startup environment focused on sustainable energy technology.

  • Manage the CEO’s calendar, coordinating meetings with external partners, investors, and team members.
  • Ensure the CEO is well-prepared for meetings by providing necessary materials, agendas, and reminders.
  • Handle confidential information with discretion and professionalism.
  • Arrange travel, accommodations, and transportation for the CEO, and process expense reports.
  • Provide additional executive support for the broader leadership team, as needed.
  • Oversee office supplies, vendor relationships, and equipment maintenance.
  • Organize and maintain both digital and physical filing systems.
  • Develop and implement office policies and procedures to enhance operational efficiency.
  • Maintain a welcoming and professional office environment.
  • Serve as the primary point of contact for communications to the CEO’s office.
  • Draft, review, and edit correspondence, ensuring accuracy and professionalism.
  • Manage incoming calls and emails, directing them to the appropriate parties.
  • Plan and execute meetings and events, including booking venues, managing logistics, and arranging catering.
  • Coordinate attendee communications and all required materials.
  • Manage visitor logistics by communicating schedules, directions, and necessary materials to visitors in advance.
  • Welcome visitors upon arrival and ensure they are directed appropriately.
  • Provide ad-hoc support to various teams and projects as needed in a fast-paced startup environment.
  • Take initiative to identify and address operational gaps or inefficiencies, contributing to process improvement efforts.
  • Assist with special projects and initiatives that may fall outside the typical scope of responsibilities.
  • Be adaptable and flexible in handling shifting priorities and unexpected tasks.
  • Demonstrate a willingness to contribute to team success in various ways, beyond the core job description.
  • 5+ years of experience as an Executive Assistant, preferably in a startup environment.
  • Exceptional organizational and time-management skills, with the ability to multitask and manage competing priorities.
  • Proactive problem-solver with a track record of identifying and resolving issues.
  • Proficiency in Google Workspace, Microsoft Office Suite and other relevant software.
  • Excellent written and verbal communication skills.
  • High level of discretion in handling confidential information.
  • Ability to adapt to a fast-paced environment and anticipate needs proactively.
  • Professional demeanor and strong interpersonal skills.
  • Alignment with Fourier's mission and values, with a passion for sustainability.
  • Fully paid Medical, Dental, and Vision coverage
  • Competitive salary and equity compensation commensurate with experience
  • 401k
  • Diverse and inclusive work environment
  • Paid sick days and vacation
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