Office Manager/Executive Assistant

Prophetic Technologies Inc; Portland (ME); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Hybrid/Remote stipend

In-office snacks and beverages

Ping-pong table and office perks

Job summary

Prophetic Software is seeking an Office Administrator to own day-to-day office operations, vendor management, and travel logistics. You will partner with the EA to the CEO on events and executive support, working onsite five days a week with some remote flexibility.

Ideal candidates are organized, responsive, and energized by keeping things running smoothly in a fast-paced startup environment.

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 comfortable being reached outside strict office hours when something urgent comes up.
• 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.
• Mail & Office Logistics.
• Workplace Growth & Furniture Sourcing.
• Team Culture & Events.
• Executive Travel & Logistics.
• Executive Support.

Skills

Office coordination

Travel planning

Communication

Organizational skills

Discretion

Onsite availability

Job description

Prophetic Software is not able to sponsor employment visas now or in the future. Candidates must be authorized to work in the United States without current or future sponsorship to be considered for this role.

About Prophetic:

Real estate development is a multi-billion-dollar industry that has run on fragmented data, manual processes, and gut instinct for decades. Prophetic is changing that. We're building the AI-native platform that enables homebuilders, developers, and investors to find, analyze, and act on land opportunities from a single system - powered by proprietary technologies that process billions of data points across all 50 states. We are the market leader in our space, and our customers don't just use the product - they love it. We're not making teams more efficient. We're changing how they operate.

Prophetic is scaling fast - demand is outpacing our ability to hire, and we're just getting started. This is a once-in-a-lifetime team: sharp, low ego, deeply collaborative, and obsessed with building the best product in the industry. Come disrupt an industry with us.

About the Role:

You'll own the day-to-day of the physical office - vendors, supplies, mail, furniture - while also picking up executive support work alongside the EA to the CEO: travel logistics, aiding in event planning, and the occasional personal errand for leadership. It's a role built for someone early in their career who is organized, responsive, and genuinely energized by being the person who makes things run smoothly.
You'll be onsite five days a week to start, with the flexibility to work remotely one or two days a week once you're fully ramped and the office rhythm is established. You'll partner closely with the EA to the CEO, picking up overflow projects and one-off requests as they come up.
Key Areas of Responsibility

• Vendor & Facilities Management

• Mail & Office Logistics

• Workplace Growth & Furniture Sourcing

• Team Culture & Events

• Executive Travel & Logistics

• Executive Support

Requirements

• 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 comfortable being reached outside strict "office hours" when something urgent comes up

• 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

Nice to Have

• Experience supporting executives or a leadership team directly

• Experience planning travel or coordinating events

• Familiarity with office management, vendor relationships, or facilities coordination

• Experience at a fast-growing startup

Why Prophetic:

• The team. Wide expertise, sharp, low ego, and genuinely fun to work with. We have each other's backs and we celebrate wins together.

• Real ownership and impact from day one. Our customers make million-dollar decisions on our platform. Your work matters immediately.

• AI-native product and AI-native workflows. Every team — engineering, sales, operations — runs on AI tooling daily.

• Founder-led transparency. Leadership shares the financials, the strategy, and the hard calls with the whole team.

• High growth, high demand. The product works, customers love it, and we are hiring to keep up. No shortage of opportunity here.

• Flexibility. Remote, hybrid, or in-office with a great Portland, OR headquarters.

• Self-starters who thrive in ambiguity. We're a startup. If you need someone to tell you what to do every morning, this isn't the place; if you come alive solving hard problems with smart people, it is.

Benefits (US-based Full-time):

• 100% medical, dental & vision insurance coverage for you; 30% coverage for dependents

• Competitive salary and meaningful early-stage equity

• Unlimited PTO

• Hybrid/Remote stipend

• In-office perks: snacks, drinks, coffee, ping-pong table, and more - plus cuddles from Olive, our in-office Doberman!

• Budget for intra-office travel

• 2-3 annual team meetups in person

How We Work:

These four themes are how we think, build, and lead:

• Truth - Say the hard thing. We speak plainly, flag problems early, and share what’s actually going on.

• Precision - Sign your name to it. Our customers make million-dollar decisions on our data. We get the details right.

• Velocity - Speed compounds. Waiting doesn’t. We ship daily and launch features every two to three weeks.

• Ownership - Own it, then solve it. We own outcomes, not tasks. If something’s broken, we fix it.

EEO:

Prophetic Software is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants, and we make employment decisions without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), gender identity or expression, sexual orientation, national origin, age, disability, genetic information, veteran or military status, marital status, or any other characteristic protected under applicable federal, state, or local law. We actively seek to build a diverse team and encourage candidates from underrepresented backgrounds to apply. Reasonable accommodations are available upon request for qualified individuals with disabilities throughout the application and employment process.