Office Admin & Executive Support

Arcade•San Francisco, CA

46d•Onsite

About The Position

Office Admin & Executive Support – Help AI Do More Than Chat Everyone's talking about AI. But here's the truth: ChatGPT can't send your emails. It can't book your flights. It can't even order you lunch. Why? Because AI is trapped in a chat box. It can't take real actions in the real world. We are changing that forever. We're not just building another AI company - we're creating the infrastructure that will power every AI application you'll use in the future. NOTE: This role is based in San Francisco and requires 5 days a week in the office. Please only apply if you can meet that requirement and or are willing to relocate to the San Francisco, California area. This role is for someone who sees executive support and office operations as a craft. You take pride in being the operational backbone of a company and want to go deep on that, with real ownership from day one. Why This Is The Opportunity of a Lifetime Perfect Timing: We're at the inflection point of AI adoption. The biggest problem isn't better models – it's connecting AI to real-world actions. That's us. You’ll be next to the CEO during this shift and see it all from the inside. Dream Team: Our CEO has built and sold successful companies (Stormpath → Okta), our CTO shipped more than 100 AI applications to production at Redis; and we’ve assembled experts from Okta, Snowflake, Redis, Microsoft, Google, Airbyte, and Splunk who’ve built multiple successful developer platforms. Massive Market: We're building critical infrastructure for the biggest technological shift of our generation. Every AI app will need what we're building. Your work will make all of this possible by keeping our CEO and HQ running smoothly, every single day. The Role This is a unique hybrid role for someone who wants to own all aspects of startup operations while working directly with the CEO. You'll be equal parts Executive Assistant, Office Operations lead, and company rhythm keeper. We're not looking for someone who just manages calendars – we want someone who sees operations as a craft and wants to build the operational backbone of a high growth AI startup from the ground up. As the Executive Assistant & Office Admin, you’ll be the primary partner to Alex, our CEO, and the owner of day-to-day office logistics at our San Francisco HQ. You’ll manage calendars, travel, and communications for the CEO, help orchestrate leadership rhythms (external meetings, all-hands, etc.), and ensure our office is a place where people can do the best work of their careers. You’ll sweat the details and create calm in the middle of a very fast-moving startup. You’ll play a critical role in high-profile customer and partner meetings — from scheduling and prep to being the calm, professional point of contact. Your speed and attention to detail will often be the difference between a smooth experience and a missed opportunity. This is an in-office role in San Francisco with high visibility and long-term impact. We’re looking for someone who genuinely loves EA and office operations work and wants to grow within that craft. We take our culture seriously. We work hard, respect each other, and enjoy being here. This role is a big part of protecting and amplifying that - someone who cares, keeps the bar high, and will join us in carrying the culture torch as we grow.

Requirements

3–5+ years of experience as an Executive Assistant, Administrative Assistant, or Office Manager supporting senior leaders, ideally in a fast-paced environment.
A strong bias for urgency and follow-through — especially with scheduling. You stay ahead of the calendar, move quickly, and don’t let things slip.
Strong ownership mindset: you see what needs to be done and just do it.
Exceptional attention to detail and organization — you love checklists, systems, and clean processes. You see the potential for a meeting to go over and impact the next and will do something about it.
Excellent written and verbal communication skills; you can be the calm, competent person people meet when they interact with our CEO.
Know what to keep private and actually keep it private..
You've tamed chaotic calendars before and lived to tell the tale.
Familiarity with tools like Google Workspace, Slack, and modern productivity software.
Comfort working in-person full-time at our San Francisco HQ. We are an in-person company and you're a pillar of our team culture.

Nice To Haves

Experience supporting a founder or C-level executive in a tech startup.
Background in high-growth environments where priorities shift quickly.
Experience coordinating customer and investor meetings.

Responsibilities

Own Alex's calendar end-to-end: schedule and prioritize across all commitments (internal meetings, customer sessions, board obligations, personal commitments, deep work blocks)
Manage complex domestic and international travel travel, including flights, hotels, ground transportation, and itineraries.
Manage CEO inbox triage: flag what’s urgent, draft responses where appropriate, and ensure nothing falls through the cracks.
Work closely with the sales team to make sure important customer calls actually happen.
Own the day-to-day operations of our San Francisco office: access control, supplies, mail, equipment, and overall environment.
Manage relationships with vendors (facilities, food, cleaning, maintenance, IT coordination, landlord, etc.).
Welcome visitors, candidates, customers, and partners to the office and make sure they have a great experience at our office.
Plan and execute in-office events: all-hands, hackathons, board game nights, team dinners, birthday and anniversary celebrations, new team member onboarding days, and visiting customer days.
Maintain office policies and basic operational processes so the team always knows “how things work” around here.
Help coordinate recurring rituals like leadership meetings, all-hands, and company events.
Track action items and follow-ups, nudging the right people at the right time to keep things moving.
Spot and fix problems and inefficiencies (in schedules, processes, or the office itself).