Executive Assistant & Workplace Experience Coordinator

Balsam Brands•Burlingame, CA

2d•Onsite

About The Position

The Executive Assistant & Workplace Experience Coordinator plays a critical dual-role supporting executive leaders while owning the day-to-day workplace, facilities, and team experience for our Burlingame warehouse. This role blends high-touch executive support with hands-on office, facilities, and event coordination, serving as a trusted partner to leaders and a central point of connection for team members working onsite. This is an on-the-ground, people-facing role ideal for someone who enjoys variety, thrives in dynamic environments, and takes pride in creating smooth operations and welcoming spaces. You will collaborate closely with People Experience, Facilities, Warehouse, Merchandising, Retail, Media, and Executive teams to ensure our physical workplace and team moments reflect Balsam’s values and operational needs. This is a full-time position and reports to the Manager of Executive Administration and is expected to work full-time in office, 5 days per week.

Requirements

5+ years of experience in executive assistance, office coordination, workplace operations, or a similar role
Proven ability to juggle competing priorities with strong organization, follow-through, and attention to detail
High degree of discretion, professionalism, and integrity when handling sensitive information
Strong written and verbal communication skills with high emotional intelligence
Comfort working in hands-on, physical environments (office and warehouse settings)
Resourceful, proactive, and adaptable in dynamic and sometimes ambiguous situations
Tech-savvy with experience using Microsoft Office (Outlook, Word, Excel), Zoom, Slack and collaboration tools
Positive, service-oriented mindset with a genuine interest in creating welcoming, well-run spaces
Regularly lift and/or move items up to ten pounds
Occasionally lift and/or move items up to fifty pounds
This role requires a valid driver’s license and proof of insurance, as well as access to a dependable personal vehicle

Responsibilities

Provide administrative and logistical support to assigned executive leaders, including calendar management, scheduling, prioritization, and preparation
Serve as a proactive partner in managing complex, fast-moving schedules with professionalism, discretion, and strong judgment
Coordinate internal and external meetings, ensuring agendas, materials, and logistics are in place
Support travel planning as needed, including coordination with our travel agency and internal partners
Prepare and submit expense reports and handle written and verbal correspondence on behalf of executives
Assist with ad hoc projects, presentations, and special initiatives as requested
Own day-to-day office organization, cleanliness, and readiness, including conference rooms, common areas, and kitchen spaces
Manage office and kitchen supplies: maintain inventory, anticipate needs, place orders, and ensure spaces are well-stocked and functional
Run and empty dishwashers daily (or as needed) and ensure kitchen standards are upheld
Support onboarding by preparing desk setups, coordinating keys, fobs, and providing office orientation
Maintain seating charts and communicate changes, updates, and office norms clearly to team members
Create and execute office décor plans, seasonal refreshes, and event-related updates, including budget ownership where applicable
Oversee teleconference tools and Zoom Rooms, providing basic troubleshooting and onsite support as needed
Assist with administrative tasks such as mail handling, shipping, printing, and packaging special projects
Partner closely with the Burlingame Warehouse Manager and Merchandising, Retail, and Media teams to understand and support evolving space and facility needs
Plan and execute in-person and hybrid events including office lunches, onboarding welcomes, offsites, volunteer opportunities, and team celebrations
Procure event supplies and catering; manage setup and teardown
Support company offsites and trips, including logistics coordination and onsite support when needed
Support onboarding and offboarding experiences, including equipment coordination, desk setup/reset, and equipment recovery
Provide light graphic design or visual support for events and communications as needed
Serve as a key communication bridge for office-related updates, events, and changes via email, Slack, and in-person interactions
Provide Zoom Room and meeting support for onsite and hybrid meetings
Partner with People Experience colleagues across locations to ensure consistent experiences and coverage
Maintain flexibility to work outside traditional business hours when required for vendor access, events, or urgent facility needs
Jump in on ad hoc projects and cross-functional initiatives as needed to support the business and team experience

Benefits

Competitive compensation, including a cash-based incentive plan; salary is reviewed yearly and may be adjusted as part of the normal compensation review process
Comprehensive Medical, Dental, and Vision coverage, with 100% of monthly premiums covered for team members, and 85%+ employer-paid premiums for other coverage tiers that include dependents
Up to $2,000 annual funding toward HSA accounts
Medical, transit, dependent care FSA
Infertility coverage offered on all medical plans
Generous parental leave program and flexible return options
Company-paid life and AD&D insurance
Company-paid short and long-term disability insurance
401(k) with dollar-for-dollar company match up to $4,000 per calendar year
Employee Assistance Program (EAP) and other mental health and wellness perks
Paid holidays, annual shutdown week, PTO, and volunteer time-off (VTO) packages
Paid 5-week sabbatical leave after 10 years of employment
Annual continuous learning benefit up to $1,000 per person, per fiscal year
Up to $300 flexible reimbursement to support setup of new team member's work-from-home environment
Generous team member merchandise discount
Valuable extras: identity theft protection, subsidized parking, monthly wellness, pet insurance, accident & critical illness insurance