Executive Assistant / Office Manager

Whirl AI, Inc.; San Francisco, Northern (CA, KY); Hybrid; USD 90,000 - 130,000; Full time

Benefits offered by this job

Equity

Health plan

Competitive compensation

Job summary

Whirl AI, Inc. is seeking an organized Executive Assistant / Office Manager to keep our leadership team and SF office running smoothly. You will split time between calendar management for executives and owning the day-to-day operations of the SF office on Tue–Thu.

This is a startup-style role perfect for proactive individuals who anticipate needs and help build our culture. You will coordinate calendars and travel, manage vendor relationships, plan events, and assist with budgets, while serving

Qualifications

• 3+ years of experience as an EA, Office Manager, or in a relevant Administrative role.
• Excellent organizational skills and strong attention to detail.
• Strong written and verbal communication skills.
• Discretion and sound judgment when handling sensitive information.
• Proficiency with common productivity and calendar tools (e.g., Google Workspace, Slack).
• A team player attitude and a sense of ownership over the role.

Responsibilities

• Manage complex calendars, scheduling, and travel logistics for our CEO and other executives
• Own office operations, including vendor management, supplies, and facilities issues
• Assist in planning and executing events, offsites, and team celebrations
• Prepare expense reports, process invoices, and support light budget tracking
• Serve as a first point of contact for visitors and general office needs

Skills

Calendar management

Organization

Communication

Discretion

Vendor management

Budget tracking

Google Workspace

Slack

Team player

Tools

Google Workspace

Slack

Job description

Production AI experience. Enterprise standards. Startup speed.
If that sounds like you... We are hiring

Location

Employment Type

Full time

Location Type

Hybrid

Department

G&A

Company Description

Whirl AI helps Enterprise IT organizations deliver business change faster. Our platform gives enterprise teams AI agents grounded in a deep, continuously updated understanding of how their systems actually work - compressing discovery and documentation from weeks to hours without sacrificing quality or control. We are early-stage, moving fast, and building the team that will define how Enterprise IT operates in the AI era.

Role Description

We're looking for an organized and proactive Executive Assistant / Office Manager to keep our leadership team and office running smoothly. You'll split your time between supporting key executives with calendar management and day-to-day logistics, and owning the operations of our physical SF-office from Tuesday - Thursday. This is a great fit for someone who thrives on variety, anticipates needs before they're voiced, and who would be energized by building the culture at a start-up.

Responsibilities

• Manage complex calendars, scheduling, and travel logistics for our CEO and other executives
• Own office operations, including vendor management, supplies, and facilities issues
• Assist in planning and executing events, offsites, and team celebrations
• Prepare expense reports, process invoices, and support light budget tracking
• Serve as a first point of contact for visitors and general office needs

Qualifications

• 3+ years of experience as an EA, Office Manager, or in a relevant Administrative role
• Excellent organizational skills and strong attention to detail
• Strong written and verbal communication skills
• Discretion and sound judgment when handling sensitive information
• Proficiency with common productivity and calendar tools (e.g., Google Workspace, Slack)
• A team player attitude and a sense of ownership over the role

Why Join us

• Own meaningful technical decisions at the ground floor of an AI company targeting a massive market
• Work directly with founders and have immediate, visible impact
• Competitive compensation including equity and benefits (100% employer-paid health plan coverage for employees)
• Whirl AI is committed to equal employment opportunity. All hiring decisions are made on the basis of qualifications, merit, and business need - never on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.

We build better products because our team doesn't all think the same way, and we want that to keep being true. Show up as yourself. We can't wait to meet you.