Office Coordinator & Executive Assistant

WorkWhile•San Francisco, CA

57d•Onsite

About The Position

We are looking for a highly organized, proactive, and trusted Office Coordinator & Executive Assistant (EA) to serve as the operational backbone of our new San Francisco headquarters. This is a multi-faceted role designed for a "force multiplier" who can balance the high-touch needs of our management team, the logistical demands of a growing office, and the creative execution of company events. As our first dedicated hire in this space, you will help us transition from "moving in" to "thriving" in our new Financial District office. You will start on a contract basis (30 hours per week) with the goal of converting to a full-time role following a successful trial period.

Requirements

Experience: 3+ years of experience in an EA, Office Management, or Operations role, preferably within a fast-paced startup or professional services environment.
SF Local: Ability to work daily from our office in San Francisco’s Financial District.
Communication: Exceptional written and verbal communicator; able to represent the company to high-profile external stakeholders.
Problem Solver: A "no task is too small" attitude with the ability to troubleshoot operational issues independently.
Discretion: Proven ability to exercise excellent judgment with confidential or sensitive information.
Tech-Savvy: Proficient with Google Workspace, Slack, and project management tools; eager to build systems and automate workflows where possible.

Responsibilities

Calendar & Time Management: Own and manage the management team’s calendar; schedule internal/external meetings, resolve conflicts, and ensure time is aligned with company priorities.
Travel & Logistics: Handle end-to-end travel logistics including itineraries, meeting coordination, and on-site support when needed.
Information Hub: Serve as a central hub for information flow by filtering, prioritizing, and communicating across teams with discretion and clarity.
New Office Launch: Lead the setup of our new SF office, including establishing office workflows and setting up "house rules."
Daily Operations: Manage day-to-day office needs, including vendor management (cleaning, catering), snack/supply procurement, and maintaining a high-standard aesthetic for the space.
Front-of-House: Act as the face of the company for guests, candidates, and partners visiting our Financial District location.
Event Planning: Lead the end-to-end coordination of key company milestones, including Sales Kickoffs (SKOs), team off-sites, and holiday parties.
External Events: Manage logistics for customer-facing events (e.g., dinners and networking mixers) to ensure a premium brand experience.
Internal Culture: Help foster a positive in-office culture through team lunches, celebrations, and community-building initiatives.