Office Manager / Executive Administrator

Stealth-mode Battery Startup • San Jose, CA

1d • Onsite

About The Position

The Office Manager & EA will both support daily operations at the battery prototyping facility AND manage calendars for executives within the organization. This role is responsible for maintaining a professional, well-organized environment and coordinating site logistics, vendor access, and general administrative support. The Office Manager serves as a key on-site resource to ensure smooth execution of day-to-day activities during both buildout and ongoing facility use.

Requirements

• 2+ years in an administrative or operational support role
• 3+ years in an executive support role function
• Exceptional skills in organization, time management, and attention to detail.
• Clear and professional communication
• Able to work independently in a dynamic and evolving environment
• Fast learner and able to pick up new technologies quickly (ie, Google Suite, Slack, Atlassian product suite, Box, Ramp)
• Must have reliable transportation for inter-office travel

Responsibilities

• Manage general front-office functions including; visitor check-in, deliveries, and coordinating onsite meeting needs.
• Oversee shipping and receiving workflows, ensuring timely handling of inbound/outbound materials.
• Support facility access management, including coordination of contractor schedules and access control during construction and installation phases.
• Handle procurement of office supplies, basic consumables, and food or catering for scheduled events or visiting teams.
• Coordinate with facilities and program teams on logistical tasks, site services, and vendor follow-ups.
• Maintain cleanliness and organization in shared areas (e.g., meeting rooms, kitchen, reception).
• Provide basic administrative support as needed to site teams.
• Manage complex calendars, schedule meetings across multiple time zones & stakeholders
• Serve as a gatekeeper and point of contact for internal and external communications
• Prepare and organize materials for meetings, presentations, and reports
• Manage expense reporting, invoice processing, and basic budget tracking
• Maintain and organize confidential documents, records, and customer information
• Proactively identify administrative needs and improve processes to increase efficiency

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed