Job Description

EdTech startup with HQ in San Francisco is looking for an Executive Assistant to support their COO and day-to-day workplace operations. This is a great opportunity to join a mission-focused team in a high-growth phase. As a partner to the Executive, you'll manage complex calendars and travel, coordinate cross-functional projects across teams, and prepare and drive meeting agendas and presentations. You will also oversee workplace operations, vendor management, and assist the People team with off-site planning and team-building activities. Someone with a strategic mindset and strong problem-solving skills who gets energy from both executing day-to-day tasks flawlessly and driving projects. This is a hybrid role, 3 days/week based in the Dogpatch neighborhood of SF. 150-180K+ DOE + benefits and flexible PTO.

Responsibilities:

1. Proactively manage COO's busy calendar including prioritization and complex scheduling with various stakeholder levels while anticipating needs before they arise.
2. Serve as a key liaison between the COO and internal/external stakeholders. Maintain clear communication channels, keeping the Executive informed of status updates.
3. Take ownership of prep for MBRs and other leadership meetings by driving agendas, gathering materials, drafting presentations, highlighting key discussion points, and noting follow-up actions.
4. Drive cross-functional project success by proactively gathering materials from stakeholders and ensuring materials are as expected.
5. Collaborate with cross-functional teams to streamline processes and enhance efficiency.
6. Book travel arrangements and meeting logistics for the COO.
7. Support budgeting and expenses for the COO.
8. Serve as a primary point of contact for workplace-related inquiries and requests.
9. Work closely with vendors and service providers while ensuring office supplies and equipment are maintained and stocked.
10. Support planning of leadership off-sites, including venue selection, schedule of events, and logistics management.
11. Collaborate with the People team on company retreat planning, providing creative input on unique experiences and venues and helping arrange local team-building events.

Qualifications:

1. 4+ years of experience as an Executive Assistant in a fast-paced, startup environment.
2. Proven experience in project management with a strong ability to follow up, stay hyper-organized, and ensure deadlines are met.
3. A self-starter with an operations-oriented mindset and a proactive approach to problem-solving.
4. Demonstrates speed, urgency, and agility in managing tasks and adapting to changing priorities.
5. Flexibility and adaptability to take on tasks outside the defined role when necessary to achieve goals.
6. Excellent communication skills, with a proactive approach to keeping stakeholders informed of project and task statuses.
7. Proficiency in Microsoft Office Suite and Google Workspace.

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