Executive Assistant / Office Manager

Rainier Recruiting; Seattle (WA); Hybrid; USD 100,000 - 130,000; Full time

Benefits offered by this job

Equity

Job summary

Rainier Recruiting seeks a hands-on Workplace Operations & Administrative Lead in Seattle, responsible for day-to-day office experience, vendor management, and executive support. You will help shape internal operations and customer-facing processes as the company scales.

You will coordinate calendars, travel, and leadership logistics, while maintaining a welcoming, organized environment. The role requires strong communication, discretion, and a proactive, problem-solving mindset in a hybrid

Qualifications

• Experience in workplace operations, office management, executive support, or a related role.
• Strong organizational and project coordination skills with multiple priorities.
• Ability to handle confidential information with discretion and judgment.
• Excellent written and verbal communication, warm and concise style.
• Willingness to work in Seattle office regularly; adapt to evolving needs.

Responsibilities

• Own Seattle office experience end to end, from setup to supplies and vendors.
• Coordinate hybrid/remote work needs and ensure teams have tools to work effectively.
• Plan and execute team offsites, leadership meetings, and company events.
• Support leaders with calendars, travel, meetings, and materials.
• Assist with customer operations and process improvement initiatives.

Skills

Workplace ops

Executive support

Hospitality mindset

Communication

Project coordination

AI tools

Job description

Location: Seattle, WA (hybrid, 3-4 days a week in office in Downtown Seattle) · Compensation: $100,000–$130,000 base salary, plus company equity. We'll walk you through the full structure in process.

About Us

We're building an agentic, AI-native consumer product that will be used by millions of people to make complex, high-consideration purchases online. Today's tools for these kinds of decisions are fragmented, transactional, and introduce friction at every step. We exist to know our users deeply, shoulder that complexity, and apply real judgment on their behalf, so these moments become more personal and more valuable over time. We're a small, senior founding team preparing for our first public release, backed by one of the world's largest consumer companies.

About the role

The role helps make our company run, and feel, exceptional. You'll own the day-to-day workplace experience, support company leaders with the administrative details that keep them focused, and contribute to select customer and operational projects as we prepare to launch. This is a hands‑on role for someone who anticipates needs, creates structure where it doesn't yet exist, and takes genuine pride in the details. Whether you're preparing the office for the team, coordinating an offsite, organizing leadership travel, or helping resolve a customer issue, you'll play an important role in creating a thoughtful experience for employees, leaders, and customers.

What you’ll own

Workplace and team operations

Manage the Seattle office experience end to end, including workspace setup, supplies, vendors, maintenance, access, and everyday office needs.

Make sure the office is consistently organized, functional, welcoming, and ready for employees, candidates, visitors, and company leaders.

Coordinate hybrid and remote‑work needs so team members have the tools, information, and support they need to work effectively.

Plan and execute team offsites, leadership meetings, company gatherings, and events that are thoughtful, organized, and enjoyable.

Manage relationships with workplace vendors and service providers, including communication, scheduling, issue resolution, and invoice coordination.

Build simple, repeatable workplace processes and documentation that can scale as the company grows.

Identify and address workplace issues before they affect the employee or visitor experience.

Leadership and administrative support

Provide dependable administrative and operational support to designated company leaders.

Coordinate calendars, meetings, travel, meeting preparation, and follow‑up as needed.

Anticipate scheduling conflicts, logistical challenges, and administrative needs before they reach leadership.

Prepare meeting materials, organize information, and help make sure leaders have what they need to make decisions and move work forward.

Support internal communications and company‑wide operational updates.

Coordinate executive and leadership visits, including schedules, meeting spaces, travel logistics, and the overall experience.

Handle sensitive information, relationships, and requests with excellent judgment, discretion, and confidentiality.

Take operational complexity off leadership’s plate so they can stay focused on building the company.

Customer operations and special projects

Support select customer workflows as we prepare to launch and scale.

Assist with bookings, purchase optimizations, and other customer‑facing processes where human judgment or care is needed.

Review transaction details, complete processes, and resolve exceptions or edge cases that cannot yet be handled through automation.

Make sure customer‑facing outcomes reflect our standards for accuracy, thoughtfulness, and hospitality.

Document recurring issues, customer needs, failure points, and opportunities for improvement.

Share clear feedback and insights with the product and operations teams so the customer experience continues to improve.

Take on additional operational projects based on the company’s priorities and evolving needs.

What we’re looking for

Experience in workplace operations, office management, executive support, hospitality, customer operations, or a related role. Strong organizational and project coordination skills, with the ability to manage multiple priorities without losing important details. Experience supporting senior leaders and handling confidential or sensitive information. Excellent written and verbal communication skills, with a style that is clear, warm, and concise. Strong judgment and the ability to determine what to handle independently, what to elevate, and what requires additional context. A hospitality mindset and genuine care for how employees, visitors, leaders, and customers experience the company. Comfort creating structure and processes in an environment where there may not yet be a playbook. The ability to adapt as priorities and responsibilities change. Comfort using AI and modern workplace tools to organize work, solve problems, and improve processes. The ability and willingness to work regularly from our Seattle office.

How you operate

You take ownership. You notice what needs to happen, take initiative, and follow through without waiting for detailed direction. You stay ahead of the details. You keep multiple workstreams moving and make sure important items don’t fall through the cracks. You create thoughtful experiences. You understand that the small details shape how a workplace, meeting, event, or customer interaction feels. You’re calm in ambiguity. You can bring order to changing priorities and operate effectively without a lot of scaffolding. You exercise sound judgment. You know when to act, when to ask, when to elevate, and when to handle something quietly. You communicate clearly. You are warm, direct, responsive, and easy to work with. You take pride in the work. You care about quality, and you know the last 5% often makes the biggest difference.

Nice to have

Experience working at a startup or fast‑growing company. Experience supporting founders, executives, or senior leadership teams. Experience in hospitality or another high‑touch consumer service business. Experience planning company events, offsites, leadership meetings, or executive visits. Familiarity with bookings, reservations, or customer support workflows. Experience building workplace or administrative processes from the ground up.

How we work

Company of founders. Everyone operates like an owner. We value high autonomy, high accountability, and people who take initiative. Velocity with judgment. We move quickly and make thoughtful decisions. Speed matters, but so does quality. Pride in the work. Craft matters. We care about the experience we create and hold ourselves to a high bar. AI‑native. AI is part of the daily workflow for every role, including this one. Better together. We are a Seattle‑based team and value regular time working together in person.