Office, Events & Executive Operations Manager

Hellyeah AI•San Francisco, CA

2d•$90,000 - $150,000•Onsite

About The Position

Hellyeah is an applied research company that builds digital workers, which are AI agents trained on how the best operators work and running critical business functions, starting with marketing. The company's team took its last product from $0 to $10M run rate in 12 months and is backed by HF0, Uncork and Matrix Partners. The San Francisco HQ at 165 Page St serves as an office, a studio, and an event venue, capable of hosting various events and accommodating a full team. The Office, Events & Executive Operations Manager will be responsible for running the building, its vendors, events, and the community around them, while also serving as an Executive Assistant to one of the founders. The role requires approximately 40% of time on office and facilities management, 30% on events and community engagement, and 30% on vendor and executive coordination. The position requires tracking all open items in writing until completion and is primarily based on-site at the SF HQ.

Requirements

Several years of experience running office, facilities, hospitality, or venue operations at a startup, hotel, venue, or event space.
Experience running a building day-to-day.
Track record of running events with measurable results, with a recurring series counting more than one-offs.
Experience building an offline community, turning first-time guests into regulars and growing a core group.
Experience running an online community, transitioning people from in-person events, and keeping it active.
A network of contacts for services like catering, cleaning, laundry, and fire-alarm technicians.
Hands-on crowd control and stage management experience from packed, intense events (DJ nights, club nights, concerts).
Comfort with building systems and event safety (alarms, access control, capacity, bar service, waivers).
Experience managing vendors from initial quote to paid invoice independently.
Ability to think in systems and processes, turning messy recurring tasks into checklists with set cadences and assigned ownership.
Ability to remain steady under pressure and resolve issues efficiently.
Willingness to work hard and enjoy a fast-paced startup environment, event nights, and a fast-moving founder.
Clear English writing skills.
Ability to keep careful track of budgets, receipts, and invoices.
Residency in San Francisco and willingness to work on-site at the HQ.

Nice To Haves

Working Mandarin.
EA or chief-of-staff experience with a founder or executive.
Hands-on experience with AV, lighting, mounting, or basic installs.
Experience using AI tools to run operations.
Familiarity with working alongside digital workers.

Responsibilities

Property management and maintenance: Act as the single point of contact with the landlord and property manager, filing maintenance requests, following up on walkthroughs, and ensuring tickets are closed. Be on-site when contractors perform work, and test fixes. Follow escalation rules for requests.
Vendors and building systems: Manage building vendors end-to-end, including security, alarm monitoring, fire and smoke detectors, keycard and access control, internet, trash, recycling, plumbing, cleaning, laundry, catering, and handyman services. Obtain quotes, compare them, book work, grant access to technicians, verify results, and reconcile invoices. Handle light office IT and access, including setting up and maintaining Wi-Fi gear, managing keycards and the door access system, and overseeing cameras and smart locks. Understand building systems (alarm silence/reset, access readers, cameras, panel) to handle issues. Establish weekly schedules for cleaning, laundry, restocking, and trash.
Purchasing and receiving: Manage the office purchase list, confirming items, quantities, and deadlines, checking existing orders, and placing orders through various platforms. Receive packages, track missed or returned deliveries, and handle returns. Install mounts, AV, lighting, furniture, and signage, or arrange for installation.
Event operations: Manage event operations for various sizes of events, including catering, bar service, DJ and AV, furniture, check-in, and cleanup. Ensure event safety and compliance, including managing fire alarm systems, waivers, ID checks, security, capacity, and event insurance. Handle crowd control and stage management for intense events, managing entry flow, capacity, stage perimeter, crowd surges, security staff placement, and run-of-show for changeovers. Scout and book external venues when needed. Maintain a vendor list with quotes for efficient event planning.
Community, offline and online: Assist in running the offline community by hosting events, converting first-time guests into regulars, and tracking attendance and repeat visitors. Follow up with attendees to encourage return visits. Transition event attendees to the online community (group chats, Discord, Slack, newsletters) and maintain activity. Report on RSVPs, show rates, new members, and repeat attendees after each event.
Facilities and security policy: Establish and enforce building rules for package handling, door access, and guests, and implement a stopgap security plan before cameras and alarms are live.
EA and executive operations: Convert founder's notes into tracked tasks with owners and dates. Handle daily errands, purchases, scheduling, logistics, and vendor calls. Write clear emails to vendors and landlords, conduct follow-up checks, and identify risks promptly. Develop checklists, runbooks, vendor rosters, and trackers for recurring problems.