Executive Office & Facilities Manager

Mindgruve - Brazil; San Diego (CA); On-site; USD 39,000 - 43,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with matching

Job summary

Mindgruve is seeking an Office & Facilities Manager for our San Diego location. The role focuses on keeping the office organized, welcoming, and efficient, supporting executives, vendors, and staff in a fast-paced environment.

The position involves in-office work 8am–5pm, Monday to Friday, with responsibilities spanning facilities, operations, and executive administration. Strong organizational and communication skills are essential.

Qualifications

• Associates degree preferred.
• 4+ years of general office management experience.
• 2+ years supporting an executive.
• Exceptional customer service skills.
• Highly organized and detail oriented, with the ability to handle multiple tasks.

Responsibilities

• Serve as the first point of contact, warmly welcoming clients, vendors, and employees.
• Maintain office cleanliness and organization, ensure supplies are stocked and equipment works.
• Oversee daily office operations, opening/closing routines, health and safety compliance, and security protocols.
• Handle mail and packages, prepare conference rooms, and coordinate travel for leadership.
• Support HR with coordinating events and onboarding/offboarding processes.
• Assist with accounts payable processes and reimbursements in coordination with Accounting.
• Decorate the office and act as culture ambassador.
• Assistance with ad-hoc executive requests.

Skills

Office management

Executive support

Customer service

Communication

Multitasking

Confidentiality

Bilingual (Spanish/Portuguese)

Education

Associates Degree in Business/Accounting

Tools

Microsoft Office

Mac applications

Video conferencing

Job description

Mindgruve is seeking an Office & Facilities Manager for our San Diego location. The role focuses on keeping the office organized, welcoming, and efficient, supporting executives, vendors, and staff in a fast-paced environment.

The position involves in-office work 8am–5pm, Monday to Friday, with responsibilities spanning facilities, operations, and executive administration. Strong organizational and communication skills are essential.