Senior Executive Assistant and Workplace Experience Manager

WeaveGrid•San Francisco, CA

23d•Hybrid

About The Position

Our software solves the most critical emerging grid integration challenges to ensure that the impending energy transition is clean, equitable, and resilient. Our enterprise solutions help the grid absorb the electrification wave with ease. Utilizing modern, cloud-native platform architecture and robust systems optimization, WeaveGrid’s software is built from the ground up to tackle the most critical network challenges while meeting the stringent regulatory, security, and reliability requirements of the utility industry. The Senior Executive Assistant and Workplace Experience Manager will play a critical role supporting WeaveGrid’s leadership and offices in San Francisco. The role will initially support the VP Policy and Marketing (the “VP”) and be responsible for fully managing the company’s headquarters in San Francisco. The role is highly cross-functional, high impact, and interactive with external stakeholders and the WeaveGrid team. This role is expected to work from WeaveGrid's San Francisco office 4 days per week. For Executive Assistant responsibilities, this role reports to the VP; for Office Management responsibilities, this role reports to the General Counsel and VP of Administration.

Requirements

5+ years of experience as an Executive Assistant supporting senior leaders (VP-level or above), ideally including experience at a fast-growing startup
2+ years experience owning office management, facilities, or workplace experience
Exceptional organizational skills and attention to detail, with a track record of managing competing priorities and shifting deadlines without letting anything fall through the cracks
Excellent written and verbal communication skills, with the judgment and polish to represent the VP and WeaveGrid when interfacing with external partners, clients, and senior leaders
A proactive, no-task-too-small mindset and high degree of ownership — you take initiative to solve problems before being asked, whether that's a scheduling conflict or a broken dishwasher
Proficiency with Google Workspace, Slack, and travel/expense platforms (e.g., Ramp, Navan, Expensify), along with familiarity with basic office/facilities systems (optional)

Responsibilities

Provide administrative and operational support to the VP, including calendar management, travel coordination, meeting preparation, expense support, and follow-up tracking.
Prioritize meeting requests and ensure preparatory materials are completed on time and sufficiently.
Implement a framework based on best practices for the executive time, including preserving focus time and strategic time, and ensuring time is available for critical tasks agreed with the VP.
Coordinate events and travel on behalf of the VP, including client and stakeholder meetings, and conferences.
Handle last-minute changes and troubleshoot travel issues, real-time.
Prepare “travel memos” to ensure seamless logistics, and preparation for the VP.
At the VP’s discretion, attend certain meetings to support agendas, logistics, notes, and action-item tracking.
Build relationships with the leadership team and across the organization.
Lead special projects, at the VP’s discretion.
Maintain utmost care and confidentiality with respect to sensitive information.
Prioritize, multi-task, and handle a continuously evolving environment.
Ability and willingness to support at least one executive.
Oversee day-to-day office operations to ensure smooth operations for San Francisco employees.
Directly manage an office porter providing office support, so long as the office porter continues to provide services to WeaveGrid.
Execute a daily office checklist for opening and closing.
Manage office vendor relationships.
Oversee general office maintenance and coordinate with contractors and building management as needed, including AV and security, with support of WeaveGrid’s IT team.
Manage the kitchen and office supply inventory.
Check mail and packages.
Manage the office telephone system and access, including answering the company telephone and facilitating guest arrivals and departures.
Plan and execute office events, onsites, meals.
Coordinate IT setup for company events.
Ensure compliance with safety protocols.
Manage office budget.
Own the workplace experience strategy as the team scales, anticipating space, equipment, and process needs ahead of headcount growth.
Partner with the People/Talent team on space planning and seating as the office grows.
Special projects and other duties as designated by your manager or assigned designee.