Office Manager & Executive Assistant: Growth-Driven Operations

Entrada Ventures; Portland (OR); Hybrid; USD 55,000 - 90,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Unlimited PTO

Hybrid/Remote stipend

Office perks

Team meetups

Job summary

Prophetic Software is seeking an organized office administrator to own day-to-day office operations, vendor relationships, and executive support for the CEO. The role includes travel logistics, event planning, and occasional personal errands. Onsite five days weekly, with partial remote flexibility after ramp-up.

You will partner with the EA to the CEO on overflow projects, helping keep the office running smoothly and efficiently in a fast-growing startup environment.

Qualifications

• Minimum 2 years in an administrative, office coordination, or travel planning role
• Strong organizational skills with ability to juggle multiple vendors and priorities
• Highly responsive and available outside standard office hours when urgent
• Discretion and good judgment when handling sensitive leadership requests
• Clear, professional written and verbal communication
• Able to be onsite five days a week
• Ability to lift up to 10–20 pounds occasionally

Responsibilities

• Vendor & Facilities Management: own relationships with cleaners, technicians, and building management.
• Mail & Office Logistics: manage incoming mail/packages and keep supplies stocked.
• Workplace Growth & Furniture Sourcing: research and source furniture/equipment for new hires.
• Team Culture & Events: plan and execute monthly or bi-monthly team events, handle logistics.
• Executive Travel & Logistics: book flights/hotels, build itineraries, adjust plans as needed.
• Executive Support: assist leadership with personal tasks and overflow projects.

Skills

Office Coordination

Vendor Management

Travel Planning

Executive Support

Event Planning

Job description

Prophetic Software is seeking an organized office administrator to own day-to-day office operations, vendor relationships, and executive support for the CEO. The role includes travel logistics, event planning, and occasional personal errands. Onsite five days weekly, with partial remote flexibility after ramp-up.

You will partner with the EA to the CEO on overflow projects, helping keep the office running smoothly and efficiently in a fast-growing startup environment.