Office Manager & Executive Assistant to Founders

Majestic Labs ai; Los Altos (CA); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Equity ownership

401(k)

Premium health benefits

Flexible PTO

Paid holidays

Job summary

Majestic Labs ai in California seeks a seasoned Office Manager & Executive Assistant to be the heartbeat of our growing team. You will partner with the founders, keep calendars tight, manage travel, and oversee office operations with a strategic mindset.

You'll work closely with HR and Finance to balance budget, vendor relationships, and team events, while upholding discretion, professionalism, and a culture that helps people do their best work.

Qualifications

• Minimum of 5+ years in office management or executive assistant roles.
• Strong written and verbal communication with the ability to draft company-wide announcements.
• Expert fluency in Google Workspace and calendar management.
• Familiarity with Google Meet, Zoom, WebEx and Teams for video conferences.

Responsibilities

• Own founders' calendars and coordinate across time zones.
• Coordinate end-to-end travel, lodging, transport, and expense reporting.
• Prepare meeting agendas, set up rooms, manage A/V and catering for events.
• Draft professional internal and external communications on leadership's behalf.

Skills

Office management

Executive support

Communication

Google Workspace

Video conferencing

Proactivity

Adaptability

Discretion

Tools

Google Meet

Zoom

WebEx

Microsoft Teams

Job description

As a startup grows from "scrappy" to "scaled," the glue that holds everything together is often one person. We are looking for a seasoned, high-energy Office Manager & Executive Assistant to be the heartbeat of our office and the strategic partner to our founding team.

In this dual-impact role, you will balance the complex logistical needs of our 25–50 person team with high-level administrative support for our founders. We are looking for a "culture architect"—someone who doesn't just manage desks, but builds an environment where people do their best work.

Responsibilities

Executive Support & Communications

• High-Stakes Calendar Management: Own the founders' schedules with precision, prioritizing high-value meetings and resolving conflicts across multiple time zones.
• Travel & Expenses: Coordinate end-to-end travel (flights, lodging, ground transport) and manage all subsequent expense reconciliation and reimbursements.
• Readiness at all times: Ensure the founders are "meeting-ready" by preparing agendas, setting up conference rooms, managing A/V, and coordinating catering as needed for board meetings and investor sessions.
• Executive Correspondence: Act as a gatekeeper and liaison, drafting professional internal and external communications on behalf of the leadership team.

Office Operations & HR Partnership

• HR Support: Work in lockstep with the VP of HR to provide logistical and administrative support for team trainings, performance cycles, and employee development initiatives.
• Vendor Ecosystem: Source, vet, and manage all office vendor relationships (snacks, coffee, cleaning, IT peripherals) to ensure a premium employee experience.
• Facilities & Safety: Serve as the primary point of contact for building management to ensure the office is safe, functional, and aesthetically professional.
• Budgetary Oversight: Proactively manage the office operations budget working with the VP of Finance, ensuring we scale our perks responsibly.

Culture & Events

• Strategic Event Planning: Support planning-of and lead the end-to-end execution of team-building events, holiday parties, and high-impact quarterly offsites.
• Onboarding: Partner with HR to ensure every new hire has a seamless "Day One," including workstation setup, welcome swag, and building orientation.

What we offer:

• Competitive compensation including equity ownership - We want you to feel like an owner and benefit directly from the company's growth!
• 401(k) company contributions
• Comprehensive coverage: The company pays 90% of the medical premium costs for you and your dependents and 80% of the dental and vision plan costs. We offer multiple plans to fit your needs, including medical plans from Anthem Blue Cross and Kaiser.
• Flexible PTO: We trust our team to manage their time. Each employee accrues 15 days of PTO/year and we encourage everyone to take a minimum of 2 weeks off per year to relax and recharge.
• Paid Holidays: 13 days per year, including 2 floating personal days per year, depending on when you start.

Requirements:

Requirements & Qualifications

• Experience: Minimum of 5+ years in office management or executive assistant roles, ideally within a fast-paced, high-growth startup environment.
• Exceptional Communication: You must possess very strong written and verbal communication skills. You are comfortable drafting company-wide announcements and speaking confidently to stakeholders at all levels.
• Technical Mastery: * Expert fluency in Google Workspace (Docs, Sheets, Slides, and complex Calendar management).
• Video Conferencing Pro: Deep familiarity with troubleshooting and managing Google Meet, Zoom, WebEx and Microsoft Teams.
• The 'Proactivity' Gene: You are a natural problem-solver who anticipates needs before they are voiced. You anticipate the founders’ needs before they even realize they have them. You don't just report problems; you come to the table with potential solutions.
• Adaptability: You are comfortable with ambiguity and can pivot quickly when priorities change.
• High EQ & Discretion: You handle sensitive information with absolute confidentiality and bring a warm, professional presence to the office every day.