Office Manager

Flosum•San Ramon, CA

About The Position

Flosum is a Salesforce-native DevOps and data protection platform trusted by enterprises across technology, financial services, healthcare, energy, and the federal government. We operate with a lean, high-performance culture where every team member has outsized impact. We are financially sustainable, AI-forward, and growing — and we need someone exceptional to help our CEO operate at peak effectiveness across both the business and his personal office. The ideal candidate will reside in San Ramon California, or in the Bay Area. This is not a typical Office Manager position. You will serve as the operational right hand to Flosum's CEO, managing a blend of professional and personal operations that require intelligence, discretion, financial literacy, and legal awareness. You will be the single point of accountability for ensuring that nothing falls through the cracks across a complex, fast-moving set of responsibilities. If you thrive on variety, can context-switch between a tax filing and a college application in the same hour, and want a role where you learn how a CEO actually operates day to day — this is it. You are sharp, driven, and high-energy with an insatiable appetite for learning and getting things done You have a baseline understanding of personal finance, investments, and tax processes — enough to be dangerous and ask the right questions You have exposure to or genuine interest in legal processes — you do not need to be a lawyer, but you should be comfortable reading a contract, understanding a filing deadline, and coordinating with attorneys without hand-holding You are an exceptional organizer who builds systems, not just to-do lists You exercise impeccable judgment and discretion — you will have access to sensitive personal and financial information You communicate clearly, directly, and proactively — you do not wait to be asked You are comfortable operating independently with minimal supervision and can manage up effectively You are tech-savvy and embrace AI tools to maximize your productivity

Requirements

2-5 years of experience in executive support, operations, legal administration, financial coordination, or a similar role combining multiple disciplines
Bachelor's degree required; coursework or certification in business, finance, pre-law, paralegal studies, or a related field is a strong plus
Demonstrated ability to manage complex, multi-track workstreams with competing deadlines
Experience coordinating with external professionals (attorneys, accountants, financial advisors)
Familiarity with personal tax filings, investment documentation, and basic legal agreements
Proficiency with productivity and AI tools — Google Workspace, Microsoft Office, and a willingness to adopt new technology aggressively
Must be trustworthy, discreet, and comfortable handling confidential information

Responsibilities

Coordinate with financial advisors, accountants, and investment managers on behalf of the CEO
Track and organize personal investment portfolios, statements, and financial correspondence
Manage tax preparation workflows — gather documents, coordinate with CPAs, track deadlines, and ensure timely filings for both personal and business-related obligations
Process, organize, and resolve incoming financial paperwork, invoices, and office mail efficiently
Maintain a clear system for accounts payable, reimbursements, and recurring financial commitments
Serve as the primary liaison with attorneys, legal agencies, and regulatory bodies for personal and light business legal matters
Review, organize, and track contracts, agreements, and legal correspondence
Manage timelines for legal filings, renewals, and compliance deadlines
Conduct basic legal research and prepare summaries to support decision-making
Coordinate with local government agencies and offices on permits, filings, and documentation
Manage logistics for family-related matters including college applications, enrollment, academic deadlines, and school communications
Coordinate medical appointments, insurance paperwork, and health-related administration for the CEO's family
Handle personal scheduling, travel, and logistics that intersect with professional commitments
Serve as the go-to problem solver for personal administrative needs, ensuring fast resolution
Own the CEO's incoming mail — physical and digital — with a system for triage, action, and follow-up
Maintain organized records and filing systems across financial, legal, and personal domains
Identify and implement tools and processes that increase efficiency across all areas of responsibility
Proactively flag issues, deadlines, and risks before they become problems