Office Manager/Executive Assistant

Prophetic Technologies•Portland, OR

3d•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 operations. The position requires being onsite five days a week initially, with potential for hybrid work after ramp-up. The Office Manager/Executive Assistant will partner closely with the EA to the CEO, handling overflow projects and ad-hoc requests. Prophetic is a fast-growing company disrupting the real estate development industry with an AI-native platform. The team is described as sharp, low-ego, collaborative, and product-obsessed. This is an opportunity to join a market leader and contribute to significant industry change.

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, including quick replies and follow-ups, and availability outside strict office hours for urgent matters.
Discretion and good judgment for 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

Manage vendor relationships (cleaning crews, repair technicians, building management) and oversee their work.
Handle incoming mail and packages, ensuring timely delivery.
Maintain office supply levels and order necessary items.
Source furniture and equipment for new hires and evolving office needs, considering budget, timeline, and space aesthetics.
Assist in planning and executing monthly team events, including logistics like venue selection, catering, and RSVP management.
Manage travel and lodging arrangements for the leadership team, including booking flights, hotels, and creating itineraries.
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.