Office Manager/Executive Assistant

Prophetic Technologies Inc • Portland, OR

1d • Hybrid

About The Position

Prophetic Software is seeking an organized and responsive individual to manage the day-to-day operations of the physical office and provide executive support. This role is ideal for someone early in their career who is energized by ensuring smooth office operations. The position involves managing vendors, supplies, mail, and furniture, as well as assisting with executive travel, event planning, and occasional personal errands for leadership. Initially, the role requires being onsite five days a week, with the potential for one to two remote days per week after ramp-up. The Office Manager/Executive Assistant will partner closely with the EA to the CEO, handling overflow projects and ad-hoc requests.

Requirements

• Minimum 2 years of experience in an administrative, office coordination, or travel planning role.
• Strong organizational skills and ability to manage multiple vendors and priorities.
• High responsiveness, with prompt replies and follow-ups, and willingness to be reached outside strict office hours for urgent matters.
• Discretion and good judgment in handling sensitive or personal requests.
• Clear, professional written and verbal communication skills.
• Ability to be onsite five days a week.
• Ability to lift up to 10 or 20 pounds on an occasional basis.

Nice To Haves

• Experience supporting executives or a leadership team directly.
• Experience planning travel or coordinating events.
• Familiarity with office management, vendor relationships, or facilities coordination.
• Experience at a fast-growing startup.

Responsibilities

• Serve as the primary point of contact for office vendors (cleaning crews, repair technicians, building management) and oversee their work.
• Manage incoming mail and packages, ensuring timely delivery to the correct recipients.
• Maintain office stock levels, including ordering food, drinks, and supplies.
• Research and source furniture and equipment for new hires and evolving office needs, considering budget, timeline, and aesthetics.
• Assist in planning and executing monthly team events, including venue selection, catering, and RSVP management.
• Manage travel and lodging arrangements for the leadership team, including booking flights and hotels, creating itineraries, and troubleshooting changes.
• Provide light personal support to leadership, such as booking services or running errands.
• Collaborate with the EA to the CEO on various one-off projects and provide additional support as needed.

Benefits

• 100% medical, dental & vision insurance coverage for you; 30% coverage for dependents
• Competitive salary and meaningful early-stage equity
• Unlimited PTO
• Hybrid/Remote stipend
• In-office perks: snacks, drinks, coffee, ping-pong table, and more
• Budget for intra-office travel
• 2–3 annual team meetups in person

What This Job Offers

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