Workplace Experience & Administrative Coordinator

superset} Hive Community•San Francisco, CA

4d•Onsite

About The Position

We’re after a rare kind of person: hungry, magnetic, and relentlessly organized, with real drive and a real love of people. You’ll join our team as our Workplace Experience & Administrative Coordinator, reporting to the Chief of Staff. This is more than a support role; it is a front-row seat to the creation of the next generation of AI and data-driven companies. We view this role as a launchpad. We are deeply committed to moulding and developing talent, meaning you will receive the mentorship and guidance required to master your domain. You will be immersed in the dynamic world of venture creation, serving as the operational heartbeat of our San Francisco headquarters and dedicated support to the CEO and Executive team. Crucially, you are not just a logistical engine; you are a carrier of culture. We need a team member who approaches the day with optimism, greets the team and guests with genuine warmth, and maintains a “can-do” spirit even when things get busy. If you are eager to learn, love “getting stuff done,” and want to help build a vibrant, positive workplace in the hottest sector of tech, we want to hear from you.

Requirements

2+ years of experience in an administrative, operational, or coordination role.
You have built a strong foundation in a support capacity and are ready to step up into a challenge that requires greater ownership and complexity.
You are full of positive presence and good vibes—the kind of person who lights up the room and makes everyone, from the team to first-time guests, feel genuinely welcome the moment they walk in.
Warm, upbeat, and magnetic by default, you’re the bright, beating pulse of the office.
You stay sturdy when the pace turns fiery and the day gets intense—you don’t just weather a fast, high-intensity environment, you’re the one raising its temperature in the best possible way.
You possess the ability to identify issues immediately and implement solutions independently.
You do not wait for instruction; you observe and act.
You have a genuine desire to support others, high emotional intelligence, and an understanding of the human needs behind a busy executive schedule.
You have exceptional attention to detail and the ability to manage multiple priorities in a fast-paced environment without letting tasks slip through the cracks.
Competency with modern productivity tools (Google Workspace, Slack), scheduling software, and a willingness to master new systems quickly.

Responsibilities

Oversee the day-to-day operations of the San Francisco office, ensuring the space is organized, clean, and fully functional.
Serve as the primary point of contact for building management and vendors.
Foster a positive culture by coordinating on-site gatherings and events.
Collaborate with the Chief of Staff to develop a deep understanding of CEO preferences and priorities.
Anticipate needs before they arise, ensuring leadership is fully prepared for all engagements with the necessary context and materials.
Provide support to help manage the complex intersections of the CEO’s professional obligations (firm and portfolio companies) and personal commitments.
Act to ensure the schedule is structured for sustainable performance—prioritizing adequate time for preparation, breaks, and transitions.
Coordinate end-to-end travel arrangements (domestic and international), including itineraries, transportation, and accommodation.
Resolve last-minute scheduling changes immediately and independently.
Provide support for internal and external events.
Act as a flexible resource for the Chief of Staff and the wider team on ad hoc initiatives.
Research a new vendor or managing a last-minute operational sprint.