Executive Assistant

TabaPay; Palo Alto (CA); On-site; USD 72,000 - 88,000; Full time

Benefits offered by this job

100% employer-paid health care insurance

Employer 401K Matching

Generous and Flexible PTO

Job summary

A leading digital payment company based in Palo Alto seeks an Executive Assistant & Office Manager to support the CEO directly. This role involves managing the CEO's calendar, office operations, and communications. The ideal candidate should have 2-5+ years of experience, particularly in supporting senior executives. Benefits include comprehensive health care, 401K matching, and flexible PTO. This position requires on-site work from Monday to Friday.

Qualifications

• 2–5+ years of experience as an executive assistant or administrative professional.
• Proven ability to manage office operations and facilities.
• Advanced proficiency in Microsoft Word, Excel, and Outlook.

Responsibilities

• Serve as an executive assistant managing a complex calendar.
• Own day-to-day office and building operations.
• Draft and proofread internal and external communications.

Skills

Executive support

Office management

Communication skills

Organizational skills

Discretion

Microsoft Office proficiency

Job description

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The world is moving towards instant digital payments and TabaPay is leading the way. We help thousands of Fintechs in the US and Canada instantly move money in and out of accounts and we are actively expanding into other countries. Our customers represent the hottest verticals in the financial service industry such as neobanks, challenger brokers, gaming and wallets. TabaPay is a highly profitable rocketship that processes billions of dollars each year. To learn more visit www.tabapay.com.

What We’re Looking For

We are seeking a highly experienced Executive Assistant & Office Manager to support our CEO directly and serve as the operational owner of our office and building. This role is critical to the efficiency, organization, and day‑to‑day success of the CEO and the broader leadership team. The ideal candidate is exceptionally detail‑oriented, proactive, discreet, and comfortable operating with a high degree of autonomy.

This position reports exclusively to the CEO and is responsible for both executive support and full office/building operations.

What You’ll Be Doing

Executive Support (CEO‑Focused)

• Serve as the executive assistant to the CEO, managing a complex and dynamic calendar, including scheduling, prioritization, reminders, and conflict resolution.
• Anticipate the CEO’s needs by staying ahead of deadlines, meetings, and sensitive matters; act with urgency, discretion, and sound judgment.
• Manage the CEO’s inbox by organizing systems, folders, and rules to optimize responsiveness and productivity.
• Coordinate and prepare materials for meetings, board interactions, and external engagements.
• Attend meetings as needed, capture detailed and actionable notes, and ensure timely follow‑ups.
• Draft, format, and proofread internal and external communications, including emails, memos, presentations, and reports.
• Act as a trusted gatekeeper and liaison between the CEO and internal/external stakeholders.

Office & Building Management

• Own day‑to‑day office and building operations, ensuring a seamless, professional, and well‑run workplace.
• Maintain office inventory and supplies; proactively identify needs, evaluate vendors, place orders, and expedite when necessary.
• Ensure proper operation of office equipment; coordinate maintenance, repairs, and troubleshooting as needed.
• Manage relationships with vendors, service providers, and landlords.
• Oversee office logistics, including space planning, seating, access, and general workplace organization.
• Create and maintain systems, processes, and documentation that improve office efficiency and employee experience.

Cross‑Functional Leadership Support

• Work cross‑functionally with senior leaders as directed by the CEO to support key initiatives and special projects.
• Manage information flow accurately and efficiently across leadership.
• Exercise sound judgment in handling confidential and sensitive information.

Requirements

• 2–5+ years of experience as an executive assistant or administrative professional, with direct support of senior executives (CEO support strongly preferred).
• Demonstrated experience managing office operations and facilities.
• Advanced proficiency in Microsoft Word, Excel, and Outlook.
• Exceptional written and verbal communication skills, including professional email drafting and phone etiquette.
• Strong organizational skills with the ability to prioritize competing demands and adapt quickly to change.
• High level of discretion, professionalism, and trustworthiness.
• Familiarity with office equipment, systems, and administrative tools (e.g., e‑calendars, printers, scanners).
• Ability to work independently with minimal guidance and make informed decisions.
• This role is required to be on‑site Monday–Friday, 8:00 AM–5:00 PM at our Palo Alto, CA headquarters.

Base Pay $80,000.00 Per Annum, Subject to Bonus.

Benefits

• 100% employer‑paid health care insurance including medical, dental, vision, and life insurance (for employee only)
• Employer 401K Matching
• Generous and Flexible PTO

EEO Employer: TabaPay is an equal opportunity employer; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or any other protected classification.