Executive Assistant & Office Operations Lead

Prophetic Technologies Inc; Portland (OR); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical, dental & vision

Hybrid/Remote stipend

Unlimited PTO

In-office perks & snacks

Team meetups

Job summary

Prophetic Software is seeking an organized office coordinator to manage day-to-day office operations in Portland, OR. You will handle vendors, mail, and supplies, while supporting the EA to the CEO with travel logistics, events, and occasional personal tasks.

This role starts onsite five days a week, with potential for remote days as ramped. You will partner with leadership on overflow projects, improve office processes, and help build a collaborative, high-performing culture in a fast-growing

Qualifications

• Minimum 2 years of experience in an administrative, office coordination, or travel planning role
• Strong organizational skills and comfortable managing multiple vendors and priorities at once
• Highly responsive - quick to reply, quick to follow up, and available outside standard office hours
• Discretion and good judgment when handling sensitive or personal requests for leadership
• Clear, professional written and verbal communication
• Able to be onsite five days a week
• Ability to lift up to 10 or 20 pounds on an occasional basis

Responsibilities

• Vendor & Facilities Management: primary point of contact for office services, relationships with cleaners, repair technicians, and management company
• Mail & Office Logistics: handle incoming mail/packages and keep supplies stocked
• Workplace Growth & Furniture Sourcing: research and source furniture/equipment for hires and office needs
• Team Culture & Events: plan and execute monthly or bi-monthly team events and handle logistics
• Executive Travel & Logistics: manage leadership travel arrangements for events and offsites
• Executive Support: assist leadership with personal tasks and overflow projects

Job description

Prophetic Software is seeking an organized office coordinator to manage day-to-day office operations in Portland, OR. You will handle vendors, mail, and supplies, while supporting the EA to the CEO with travel logistics, events, and occasional personal tasks.

This role starts onsite five days a week, with potential for remote days as ramped. You will partner with leadership on overflow projects, improve office processes, and help build a collaborative, high-performing culture in a fast-growing