Executive Assistant – Office Manager

Jobtailor; Los Angeles (CA); Hybrid; USD 65,000 - 105,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant/Office Manager to partner with the CEO in Los Angeles, owning day-to-day operations and the LA office. You will manage calendars, travel, events, and communications while maintaining discretion with confidential information.

You will coordinate cross-functional initiatives, onboarding, and office services in a fast-paced startup environment, four days on-site in LA, and occasional schedule adjustments to support leadership and events.

Qualifications

• 5+ years of experience supporting a Founder, CEO, or other senior executive in roles like Executive Assistant, Chief of Staff, Office Manager, or Operations.
• Experience in office management or workplace operations, preferably in startup or high-growth settings.
• Exceptional organizational skills with meticulous attention to detail.
• Proactive mindset with ability to anticipate needs.
• Strong project management skills with ability to juggle multiple priorities.
• Excellent written and verbal communication; high discretion handling confidential information.
• Proficiency with Google Workspace and modern productivity tools.
• Ability to thrive in a fast-paced, entrepreneurial environment and work in-person four days a week in LA.

Responsibilities

• Serve as the CEO's trusted partner to maximize time and effectiveness.
• Own calendar management, scheduling, and meeting logistics across stakeholders.
• Anticipate conflicts and proactively resolve scheduling issues.
• Coordinate domestic and international travel, itineraries, and expenses.
• Prepare meeting agendas, materials, presentations, and follow-up items.
• Track priorities, deadlines, and deliverables to prevent gaps.
• Support presentations, initiatives, and special projects as needed.
• Act as a liaison between CEO, internal teams, board members, investors, and partners.
• Handle highly confidential information with integrity and sound judgment.
• Become an extension of the CEO by removing obstacles and anticipating needs.
• Own day-to-day operations of the LA office, keeping it organized and efficient.
• Serve as primary contact for building management, facilities, vendors, and office services.
• Manage office supplies, kitchen, equipment, shipping, mail, and maintenance.
• Ensure conference rooms and workspaces are stocked and presentation-ready.
• Coordinate onboarding logistics, workspace setup, access, and supplies.
• Support employee experience events and culture-building activities.
• Maintain office policies and processes; identify efficiency improvements.
• Identify and evaluate future office space; coordinate with brokers and designers.
• Lead office move timelines, budgets, and logistics; support relocation.
• Partner with leadership to reflect the mph brand in the workspace and foster collaboration.
• Plan and execute offsites, leadership meetings, and team events.
• Assist with company-wide communications and meeting logistics.
• Support cross-functional initiatives and apply a solutions-focused mindset.
• Become the go-to person for problem-solving and keeping operations running smoothly.

Skills

Calendar Management

Travel Coordination

Office Operations

Project Management

Google Workspace

Communication Skills

Confidentiality

Onboarding Logistics

Budget Management

Event Coordination

Job description

• Serve as the CEO's trusted partner, helping maximize her time and effectiveness.
• Own complex calendar management, scheduling, and meeting logistics across internal and external stakeholders.
• Anticipate scheduling conflicts and proactively solve problems before they arise.
• Coordinate domestic and international travel arrangements, itineraries, and expense management.
• Prepare meeting agendas, materials, presentations, and follow-up action items.
• Track priorities, deadlines, and key deliverables, ensuring nothing falls through the cracks.
• Assist with presentations, strategic initiatives, and special projects as assigned.
• Act as a liaison between the CEO and internal teams, board members, investors, external partners, and vendors with professionalism and discretion.
• Handle highly confidential information with the utmost integrity and sound judgment.
• Become an extension of the CEO by anticipating needs, staying ahead of priorities, and proactively removing obstacles.
• Own the day-to-day operations of the LA office, ensuring it is organized, welcoming, and operating efficiently.
• Serve as the primary point of contact for building management, facilities, vendors, and office service providers.
• Manage office supplies, kitchen inventory, equipment, shipping, mail, and office maintenance.
• Ensure conference rooms, common areas, and workspaces are organized, stocked, and presentation-ready.
• Coordinate employee onboarding logistics, workspace setup, office access, and supplies.
• Support employee experience initiatives including celebrations, birthdays, team lunches, gifting, and culture-building activities.
• Maintain office policies, directories, and operational processes.
• Identify opportunities to improve office operations and implement systems that increase efficiency.
• Play a key role in identifying and evaluating our next office space.
• Coordinate with commercial brokers, landlords, designers, contractors, and vendors throughout the office selection and build-out process.
• Manage project timelines, budgets, and logistics related to the office move.
• Partner with leadership to create a workspace that reflects the mph brand and supports collaboration and creativity.
• Lead planning and execution of the office relocation with minimal disruption to the business.
• Help keep leadership and cross-functional teams organized around priorities, timelines, and deliverables.
• Coordinate quarterly company offsites, leadership meetings, team events, and internal gatherings.
• Assist with company-wide communications and meeting logistics.
• Support cross-functional initiatives and jump into projects wherever needed.
• Become the go-to person for solving problems, coordinating details, and ensuring the business runs smoothly behind the scenes.

Requirements

• 5+ years of experience supporting a Founder, CEO, or other senior executive in an Executive Assistant, Chief of Staff, Office Manager, or Operations role.
• Previous office management or workplace operations experience, preferably in a startup or high-growth company.
• Exceptional organizational skills with outstanding attention to detail.
• A proactive mindset with the ability to anticipate needs before they arise.
• Strong project management skills and the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• High emotional intelligence, professionalism, and discretion when handling confidential information.
• A resourceful, solutions-oriented attitude and willingness to roll up your sleeves.
• Proficiency with Google Workspace and modern productivity tools.
• Comfort working in a fast-paced, entrepreneurial environment where priorities evolve quickly.
• A desire to work in person and be the heartbeat of the office. This role requires working from our LA office four days per week.
• Flexibility to occasionally adjust hours to support executive schedules, company events, or business needs.

Core Competencies

Demonstrates exceptional organizational and project management skills, with a proactive mindset to anticipate needs and manage multiple priorities effectively. Proficient in handling confidential information with professionalism and discretion while supporting executive operations and office management.

Highest-signal resume keywords

• Executive Support Experience
• Project Management Skills
• Office Management Experience
• Google Workspace Proficiency
• Strong Communication Skills

ATS Optimization Keywords

Hard Skills

• Calendar Management
• Meeting Logistics
• Travel Coordination
• Expense Management
• Office Operations
• Onboarding Logistics
• Budget Management
• Event Coordination
• Process Improvement
• Confidential Information Handling

Soft Skills

• Attention to Detail
• Proactive Mindset
• Emotional Intelligence
• Resourcefulness
• Professionalism

Industry Keywords

• Startup Experience
• High-Growth Company
• Cross-Functional Collaboration
• Team Building
• Office Relocation

Tools & Technologies

• Google Workspace
• Modern Productivity Tools