Executive Assistant & Office Manager - Hybrid, Equity

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

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