Executive Assistant to the CEO & Office Manager

Fourier Earth, Inc.; Palo Alto (CA); On-site; USD 60,000 - 100,000; Full time

Job summary

An innovative firm is searching for a proactive Executive Assistant to the CEO & Office Manager. This pivotal role involves supporting the CEO and executive team, ensuring seamless operations at the Palo Alto headquarters. The ideal candidate will thrive in a dynamic startup environment, demonstrating exceptional organizational and communication skills. You'll manage calendars, coordinate meetings, and oversee office management, all while contributing to a mission-driven team focused on sustainable energy technology. If you're passionate about making a difference and enjoy a fast-paced atmosphere, this opportunity is perfect for you.

Benefits

Fully paid Medical, Dental, and Vision coverage

Competitive salary and equity compensation

401k

Diverse and inclusive work environment

Paid sick days and vacation

Qualifications

• 5+ years as an Executive Assistant, preferably in a startup environment.
• Exceptional organizational and time-management skills are essential.

Responsibilities

• Manage CEO’s calendar and coordinate meetings with stakeholders.
• Oversee office supplies and maintain a professional office environment.

Skills

Organizational Skills

Communication Skills

Problem-Solving

Time Management

Interpersonal Skills

Tools

Google Workspace

Microsoft Office Suite

Job description

Job Title: Executive Assistant to the CEO & Office Manager

Location: Palo Alto, CA (on site)

About Fourier

At Fourier, we're making on-site hydrogen universally accessible. Our breakthrough design enables highly modular and fully automated electrolyzer systems that scale to any size and optimize efficiency at all loads. Backed by leading venture capital firms, we're a team of passionate individuals, on a mission to transition the global energy landscape towards a sustainable and emission-free future. We're building a collaborative and innovative culture where every team member has a direct impact on our success.

Position Overview

Fourier is seeking a highly organized and proactive Executive Assistant and Office Manager to support our CEO and executive team and ensure the smooth operation of our Palo Alto headquarters. This role is crucial in maintaining the efficiency of our team and coordinating clear communications, both internally and externally. The ideal candidate will have a strong organizational background, excellent communication skills, and the ability to thrive in a fast-paced startup environment focused on sustainable energy technology.

Responsibilities

• Executive Support:

  • Manage the CEO’s calendar, coordinating meetings with external partners, investors, and team members.

  • Ensure the CEO is well-prepared for meetings by providing necessary materials, agendas, and reminders.

  • Handle confidential information with discretion and professionalism.

  • Arrange travel, accommodations, and transportation for the CEO, and process expense reports.

  • Provide additional executive support for the broader leadership team, as needed.

• Office Management:

  • Oversee office supplies, vendor relationships, and equipment maintenance.

  • Organize and maintain both digital and physical filing systems.

  • Develop and implement office policies and procedures to enhance operational efficiency.

  • Maintain a welcoming and professional office environment.

• Communication and Correspondence:

  • Serve as the primary point of contact for communications to the CEO’s office.

  • Draft, review, and edit correspondence, ensuring accuracy and professionalism.

  • Manage incoming calls and emails, directing them to the appropriate parties.

• Meeting and Event Coordination:

  • Plan and execute meetings and events, including booking venues, managing logistics, and arranging catering.

  • Coordinate attendee communications and all required materials.

  • Manage visitor logistics by communicating schedules, directions, and necessary materials to visitors in advance.

  • Welcome visitors upon arrival and ensure they are directed appropriately.

• Other Duties As Assigned

  • Provide ad-hoc support to various teams and projects as needed in a fast-paced startup environment.

  • Take initiative to identify and address operational gaps or inefficiencies, contributing to process improvement efforts.

  • Assist with special projects and initiatives that may fall outside the typical scope of responsibilities.

  • Be adaptable and flexible in handling shifting priorities and unexpected tasks.

  • Demonstrate a willingness to contribute to team success in various ways, beyond the core job description.

What We're Looking For

• 5+ years of experience as an Executive Assistant, preferably in a startup environment.

• Exceptional organizational and time-management skills, with the ability to multitask and manage competing priorities.

• Proactive problem-solver with a track record of identifying and resolving issues.

• Proficiency in Google Workspace, Microsoft Office Suite and other relevant software.

• Excellent written and verbal communication skills.

• High level of discretion in handling confidential information.

• Ability to adapt to a fast-paced environment and anticipate needs proactively.

• Professional demeanor and strong interpersonal skills.

• Alignment with Fourier's mission and values, with a passion for sustainability.

What we offer

• Fully paid Medical, Dental, and Vision coverage

• Competitive salary and equity compensation commensurate with experience

• 401k

• Diverse and inclusive work environment

• Paid sick days and vacation