Executive Assistant & Workplace Experience Coordinator

Balsambrands; Burlingame (CA); On-site; USD 87,000 - 109,000; Full time

Benefits offered by this job

Comprehensive Medical, Dental, and Vision coverage

401(k) with company match up to $4,000

Paid holidays and PTO

Generous parental leave program

Annual continuous learning benefit up to $1,000

Job summary

Balsambrands in Burlingame is seeking an Executive Assistant & Workplace Experience Coordinator. This role supports executive leaders while managing the workplace environment, ensuring team satisfaction and operational efficiency.

The ideal candidate has at least 5 years of experience, strong organizational skills, and a service-oriented mindset. Responsibilities include office management, scheduling, event planning, and collaborating across teams to maintain a positive workplace atmosphere. Full-time commitment required.

Qualifications

• 5+ years of experience in executive assistance or office coordination.
• Ability to manage multiple tasks with strong attention to detail.
• Discretion and professionalism in handling sensitive information.

Responsibilities

• Provide logistical support to executive leaders.
• Manage day-to-day office organization and cleanliness.
• Plan and execute in-person and hybrid events.

Skills

Executive assistance

Organizational skills

Communication

Problem-solving

Tech-savvy

Tools

Microsoft Office

Zoom

Slack

Job description

The Executive Assistant & Workplace Experience Coordinator plays a critical dual‑role supporting executive leaders while owning the day‑to‑day workplace, facilities, and team experience for our Burlingame warehouse. This role blends high‑touch executive support with hands‑on office, facilities, and event coordination, serving as a trusted partner to leaders and a central point of connection for team members working onsite.

This is an on‑the‑ground, people‑facing role ideal for someone who enjoys variety, thrives in dynamic environments, and takes pride in creating smooth operations and welcoming spaces. You will collaborate closely with People Experience, Facilities, Warehouse, Merchandising, Retail, Media, and Executive teams to ensure our physical workplace and team moments reflect Balsam’s values and operational needs.

This is a full‑time position and reports to the Manager of Executive Administration and is expected to work full‑time in office, 5 days per week.

What you’ll do:

Executive Assistance

• Provide administrative and logistical support to assigned executive leaders, including calendar management, scheduling, prioritization, and preparation
• Serve as a proactive partner in managing complex, fast‑moving schedules with professionalism, discretion, and strong judgment
• Coordinate internal and external meetings, ensuring agendas, materials, and logistics are in place
• Support travel planning as needed, including coordination with our travel agency and internal partners
• Prepare and submit expense reports and handle written and verbal correspondence on behalf of executives
• Assist with ad‑hoc projects, presentations, and special initiatives as requested

Office & Workplace Management (Burlingame Warehouse)

• Own day‑to‑day office organization, cleanliness, and readiness, including conference rooms, common areas, and kitchen spaces
• Manage office and kitchen supplies: maintain inventory, anticipate needs, place orders, and ensure spaces are well‑stocked and functional
• Run and empty dishwashers daily (or as needed) and ensure kitchen standards are upheld
• Support onboarding by preparing desk setups, coordinating keys, fobs, and providing office orientation
• Maintain seating charts and communicate changes, updates, and office norms clearly to team members
• Create and execute office décor plans, seasonal refreshes, and event‑related updates, including budget ownership where applicable
• Oversee teleconference tools and Zoom Rooms, providing basic troubleshooting and onsite support as needed
• Assist with administrative tasks such as mail handling, shipping, printing, and packaging special projects

Facilities Management

• Partner closely with the Burlingame Warehouse Manager and Merchandising, Retail, and Media teams to understand and support evolving space and facility needs

Events & Team Member Experience

• Plan and execute in‑person and hybrid events including office lunches, onboarding welcomes, offsites, volunteer opportunities, and team celebrations
• Procure event supplies and catering; manage setup and teardown
• Support company offsites and trips, including logistics coordination and onsite support when needed
• Support onboarding and offboarding experiences, including equipment coordination, desk setup/reset, and equipment recovery
• Provide light graphic design or visual support for events and communications as needed

Communication & Internal Support

• Serve as a key communication bridge for office‑related updates, events, and changes via email, Slack, and in‑person interactions
• Provide Zoom Room and meeting support for onsite and hybrid meetings
• Partner with People Experience colleagues across locations to ensure consistent experiences and coverage

Flexibility & Special Projects

• Maintain flexibility to work outside traditional business hours when required for vendor access, events, or urgent facility needs
• Jump in on ad‑hoc projects and cross‑functional initiatives as needed to support the business and team experience

What you bring to the table:

• 5+ years of experience in executive assistance, office coordination, workplace operations, or a similar role
• Proven ability to juggle competing priorities with strong organization, follow‑through, and attention to detail
• High degree of discretion, professionalism, and integrity when handling sensitive information
• Strong written and verbal communication skills with high emotional intelligence
• Comfort working in hands‑on, physical environments (office and warehouse settings)
• Resourceful, proactive, and adaptable in dynamic and sometimes ambiguous situations
• Tech‑savvy with experience using Microsoft Office (Outlook, Word, Excel), Zoom, Slack and collaboration tools
• Positive, service‑oriented mindset with a genuine interest in creating welcoming, well‑run spaces
• Regularly lift and/or move items up to ten pounds
• Occasionally lift and/or move items up to fifty pounds
• This role requires a valid driver’s license and proof of insurance, as well as access to a dependable personal vehicle

Benefits

• Competitive compensation, including a cash‑based incentive plan; salary is reviewed yearly and may be adjusted as part of the normal compensation review process
• Comprehensive Medical, Dental, and Vision coverage, with 100% of monthly premiums covered for team members, and 85%+ employer‑paid premiums for other coverage tiers that include dependents
• Up to $2,000 annual funding toward HSA accounts
• Medical, transit, dependent care FSA
• Infertility coverage offered on all medical plans
• Generous parental leave program and flexible return options
• Company‑paid life and AD&D insurance
• Company‑paid short and long‑term disability insurance
• 401(k) with dollar‑for‑dollar company match up to $4,000 per calendar year
• Employee Assistance Program (EAP) and other mental health and wellness perks
• Paid holidays, annual shutdown week, PTO, and volunteer time‑off (VTO) packages
• Paid 5‑week sabbatical leave after 10 years of employment
• Annual continuous learning benefit up to $1,000 per person, per fiscal year
• Up to $300 flexible reimbursement to support setup of new team member’s work‑from‑home environment
• Generous team member merchandise discount
• Identity theft protection, subsidized parking, monthly wellness, pet insurance, accident & critical illness insurance

Base pay range for this position: $87,000 to $109,000. Placement within the posted salary range is based on several factors, including geographic location, experience, skills, alignment with role requirements, and other job‑related factors. Offers at the top of the range are uncommon, as they typically reflect a candidate who exceeds all role requirements and brings significant, directly applicable experience.

Balsam Brands is committed to providing our team members with an internally fair, externally competitive, and fiscally prudent total compensation package administered in a simple and consistent manner.

At Balsam Brands, we strive to build a diverse, equitable, and inclusive team to fulfill our purpose to create joy together. Balsam Brands is proud to be an equal opportunity employer. We encourage people from all backgrounds, ages, abilities, and experiences to apply. We do not discriminate on the basis of race, ethnicity, religion, national origin, citizenship, marital or family status, disability, sexual orientation, gender identity or expression, pregnancy or caregiver status, veteran status, or any other legally protected status. We will ensure that individuals with disabilities are provided reasonable accommodations to participate in the job application and interview process, to perform essential job functions, and to receive other benefits and privileges of employment.