Executive Assistant - CEO Office

Location: San Jose, CA (On-site)
Annual salary: USD 110,000 - USD 145,000
Final base salary within this range will be determined based on job-related factors, including the candidate’s experience, skills, qualifications, and geographic location.
Type: Full-time
Reports to: Chief of Staff, CEO office

About the Role

We are seeking an experienced Executive Assistant to join our CEO Office and serve as a critical operational partner to the CEO, Chief of Staff, and senior leadership while owning the day-to-day workplace operations of our San Jose headquarters.

This is not a typical Executive Assistant position. You will be embedded within our CEO Office, working directly with the CEO and Chief of Staff as a critical operational partner in a high-velocity environment. You'll manage a diverse portfolio spanning executive support, office operations, product review logistics, and cross-functional coordination. This role requires someone who thrives in ambiguity, exercises impeccable judgment, and can shift seamlessly between strategic projects and hands-on execution.

You will be embedded within the CEO Office and serve as an operational backbone that keeps both executive priorities and the San Jose workplace running smoothly. On any given day, you might manage a complex executive calendar across global time zones, coordinate an international trip, prepare for a CEO product review, resolve an office issue with WeWork, manage an insurance renewal, oversee assets inventory, or execute a company offsite partnering with People team.

This role is ideal for someone who combines the judgment, responsiveness, and anticipation of an exceptional Executive Assistant with the ownership and operational mindset of a Workplace Manager. You are comfortable shifting between highly confidential executive matters and hands-on operational execution, and you naturally create structure, systems, and order wherever they are needed.

Given the nature of this role, you will have access to highly confidential and sensitive company information.Discretion, sound judgment, and professionalism are non-negotiable.

Key Responsibilities

CEO Office & Executive Support

• Manage complex scheduling for internal and external meetings for the CEO Office across global time zones
• Coordinate domestic and international travel arrangements and executive logistics for the CEO Office
• Conduct product research based on CEO's requests to support leadership decision-making
• Coordinate executive demo preparation logistics with Content Ops, Marketing, and Business, including procurement, research, and packing lists
• Coordinate product review meetings, including agendas, pre-meeting materials, attendees, and follow-up actions
• Maintain robust tracking systems for CEO Office requests, action items, decisions, and follow-ups, ensuring clear ownership, status visibility, and timely closure
• Provide flexible, responsive support in a fast-paced environment with variable hours

Workplace Administration

• Serve as the on-site office administration point of contact for the San Jose office, including supporting executive workspace needs and on-site meetings
• Serve as day-to-day liaison with WeWork community management for facilities, access, and general office needs
• Manage office supplies, mail, and general workplace administration
• Support logistics for CEO Office events and external meetings (venue/vendor sourcing, agenda and presentation coordination), partnering with People on company-wide events and employee experience programming

What You Bring

Required Qualifications

• 5+ years of experience as an Executive Assistant, Executive Business Partner, or in a similar executive support role, ideally with additional experience in workplace, office, or business operations within a technology company, startup, or rapidly scaling organization.
• Proven experience directly supporting C-level executives or senior leadership in a high-touch, fast-paced environment.
• Demonstrated experience supporting or owning workplace and office operations, including facilities, vendors, events, and administrative processes.
• Proven ability to handle highly confidential and sensitive information with exceptional discretion and professionalism.
• Exceptional organizational skills with an almost obsessive attention to order and detail.
• Track record of building and maintaining organized systems for requests, action items, follow-ups, documentation, and information flow—ensuring nothing gets lost, delayed, or forgotten across multiple workstreams.
• Strong experience managing multiple priorities, stakeholders, deadlines, and shifting priorities simultaneously.
• Experience managing vendors, budgets, procurement, and operational projects.
• Experience with or exposure to hardware/IT asset inventory and lifecycle management.
• Familiarity with corporate insurance programs, renewals, certificates of insurance, and claims administration.
• Strong written and verbal communication skills.
• Proficiency in Google Workspace, Slack, Notion, presentation tools, and other modern workplace technology.
• Ability to work on-site in San Jose and provide flexible, responsive support when business needs require it.

Who You Are

• Exceptionally organized. You bring Marie Kondo energy to everything from calendars and documentation systems to hardware inventories, event logistics, and physical workspaces. Chaos doesn't stand a chance around you.
• A systems builder. You don't just complete tasks—you create intuitive processes that make requests visible, ownership clear, and follow-through reliable.
• Anticipatory. You think several steps ahead and notice what will be needed before someone has to ask.
• Hands-on. You're equally comfortable preparing materials for an executive meeting, organizing a demo kit, coordinating an offsite, or solving an unexpected office issue.
• Tech-savvy. You have a strong interest in technology and actively look for ways to use tools and automation to improve efficiency.
• Comfortable with ambiguity. You are unfazed by changing priorities and don't need a playbook for every situation.
• Resourceful. When you don't immediately know the answer, you know how to find it and keep things moving.
• Low-ego and high-accountability. No task is beneath you, and you take ownership through completion.
• Highly adaptable. You understand that supporting a CEO Office in a fast-growing startup requires flexibility. Priorities can change quickly, and this is not always a predictable 9-to-5 role.
• Relentless about follow-through. If you own something, people don't need to wonder whether it will get done.

Nice to Have

• Experience in consumer technology, gaming, hardware, or another product-driven company.
• Experience managing a WeWork or other flexible office environment.
• Experience supporting executives with external communications, media, or PR-related logistics.
• Experience creating executive decks, metrics reporting, or operational dashboards.
• Knowledge of workplace safety, security, and compliance programs.
• Familiarity with workplace systems and tools such as space booking, access control, visitor management, or IWMS platforms.