Executive Assistant & Office Manager at Early-stage AI & Robotics Startup

Early-stage AI and robotics startup is looking for an Executive Assistant & Office Manager to be the first dedicated administrative hire owning their San Francisco office. Founded by a team of repeat operators from some of the most recognized names in AI and enterprise software, this is an exciting opportunity to join a small team and help build the foundation as they continue to scale. In this role, you'll own the office end to end, including facilities, vendors, supplies, deliveries, and the daily catered lunch program, and you'll run point on a move to a larger space this fall. You'll also own team culture and events, from happy hours and team dinners to quarterly offsites, while picking up internal coordination across the founding team's calendars, all-hands, and team-wide scheduling. Someone who is proactive, has strong judgment about what genuinely needs to happen first, and gets energy from building systems where none exist yet. This is an in-office role, 5 days/week, based in San Francisco's Mission district. 130-160K DOE + equity, 100% covered health and dental for employees and dependents, 401K, unlimited PTO, and daily catered lunch.

Responsibilities:

• Own the day-to-day operations of the San Francisco office, including facilities, repairs, supplies, restocking, and vendor relationships.
• Run point on an upcoming move to a larger office, coordinating vendors, building access, furniture, and space setup from start to finish.
• Manage the daily catered lunch program and evening meal orders, building a scalable system that accounts for team growth and dietary restrictions.
• Serve as the go-to person for the team on anything office related, triaging incoming requests and prioritizing them against competing needs.
• Coordinate deliveries and on-site logistics, including freight scheduling and equipment setup for a growing hardware team.
• Own team culture and events, including happy hours, team dinners, candidate dinners, restaurant reservations, and quarterly team offsites.
• Support internal scheduling and coordination across the founding team, including calendar holds, all-hands, recurring team meetings, and ownership of team-wide invites.
• Provide scheduling and travel support to the founders as needed, including cross-office and customer travel coordination.
• Partner with the Head of Operations on new employee onboarding, workplace systems, and process improvements as the team scales.
• Introduce practical tools and workflows for ordering, vendor management, and internal coordination where none exist today.

• Previous 3+ years of office management experience at a startup or high-growth technology company, ideally early stage, with some exposure to executive or team administrative support.
• Exceptional organizational skills and attention to detail.
• Proactive and solutions-oriented with an instinct to anticipate needs rather than wait for direction.
• Strong prioritization and judgment, with the ability to triage a constant stream of requests and comfortably push back or resequence when something isn't the highest priority.
• Excellent written and verbal communication skills, with the ability to interact with stakeholders at all levels.
• Thrives in ambiguous environments where the playbook is still being written and is excited to bring new ideas on how to work together.
• Systems-oriented and able to introduce practical structure, workflows, and improvements while remaining flexible and efficient.
• Strong hospitality instincts and an eye for presentation and aesthetics, with the ability to make a space look and feel polished and intentional.
• Excellent taste and knowledge of San Francisco, including where to book team dinners, candidate dinners, and events that reflect well on the company.
• Proficient with workplace and productivity tools such as Google Workspace, Slack, Notion, expense-management platforms, calendaring systems, and related operational software; familiarity with AI tools is a plus.
• Genuine excitement about the mission and the industry; direct industry experience is not required.