Office Coordinator and Executive Support (Contract to Hire)
About The Position
We are looking for a reliable, highly organized, resourceful, and proactive professional to manage Office Operations & Executive Support. This role is essential to keeping our office running smoothly day to day, with a strong focus on hands-on support; from stocking snacks and handling packages to troubleshooting facility issues and ensuring a clean, professional environment. You’ll also support our executives with day-to-day administrative needs, including calendar management, meeting coordination, and travel planning. This position requires someone who’s comfortable rolling up their sleeves, takes initiative, and is trusted to handle sensitive information with discretion. This is a Contract position. This role is onsite 5 days a week at our Mountain View, CA office.
Requirements
- 3+ years of experience in executive support, office/facilities management, or operations.
- Comfortable with hands-on office work - keeping things tidy, handling basic maintenance issues, and ensuring the workspace runs smoothly.
- Highly responsive and dependable, especially for time-sensitive issues.
- Strong organizational skills and ability to manage multiple responsibilities.
- High level of discretion and ability to handle confidential information with professionalism.
- Excellent interpersonal and communication skills.
- Tech-savvy with tools like Google Workspace, Slack, Concur, etc.
- Self-starter with a “see it, solve it” mindset.
Nice To Haves
- Prior experience supporting executives in a startup or fast-paced environment.
- Experience coordinating with service vendors or managing building access.
- Familiarity with front desk or facilities-related responsibilities.
Responsibilities
- Take full ownership of the office environment - ensure it stays clean, organized, and well-stocked.
- Manage snack and supply inventory, receive and distribute packages, and spot minor issues (e.g., a stained carpet or a light that’s out) before they become problems.
- Be the primary point of contact for all visitors, vendors, and service personnel entering the building - ensure check-in processes are smooth and professional.
- Troubleshoot and coordinate basic facility needs (e.g., coordinating repairs with electricians, plumbers, porters, cleaners, etc.).
- Monitor facility budgets and manage vendor agreements.
- Provide high-level administrative support including calendar management, meeting prep, and inbox triage.
- Ensure executives are prepared for meetings, travel, and deliverables.
- Be available for urgent executive needs outside standard hours, including weekends, when necessary.
- Coordinate complex travel itineraries for executives, team members, and visitors - handle bookings, changes, and related documentation.
- Assist with logistics for leadership off-sites and events.
- Be available for urgent travel issues during weekends if needed (e.g., rebooking flights).
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Career Level
Entry Level
Education Level
No Education Listed
