Executive Workplace Specialist

About Toma
At Toma, we’re reinventing the customer experience with agentic voice AI for the frontlines of businesses. Every day, our AI agents handle thousands of live, complex calls—driving more revenue, reducing wait times, and delivering exceptional customer service.

We’re backed by world-class investors like Andreessen Horowitz and Y Combinator, and we’re growing exponentially. Our infrastructure is set to alter the future of human-to-business communication, and it’s drawing attention. Life at Toma is fast-paced, deeply technical, and a lot of fun. If you’re someone who thrives in a builder-first environment like ours, you’ll feel right at home.

The Role

We’re looking for an Executive Workplace Specialist who’s equal parts organized, proactive, and people-savvy. This is an in-office role at our San Francisco HQ, reporting to our Head of Talent with a dotted line to the CEO.

You’ll be the heartbeat of our workspace—making sure the office runs smoothly, the team is supported, and our culture stays vibrant as we scale. From keeping the space stocked and welcoming to planning team events and streamlining processes, you’ll touch every corner of the business.

If you’re a self-starter who loves solving problems, connecting with people, and making sure no detail slips through the cracks, this role is for you.

What You’ll Do

Executive Support

• Provide administrative support to select executives, managing calendars and basic scheduling needs

• Handle routine correspondence and communication coordination

• Assist with travel arrangements and itinerary preparation

• Support meeting preparation and basic document formatting

• Process expense reports and handle routine administrative tasks

Office & Facilities

• Keep the office humming—manage daily operations, supplies, and vendor relationships.

• Handle mail, packages, and facility maintenance (from Wi-Fi to HVAC).

• Coordinate with building security and oversee any repairs or office upgrades.

• Plan and execute company events, meetings, and team-building activities

• Coordinate catering for meetings and special events (DoorDash and Uber of Business)

• Manage visitor experience and office tours

• Coordinate holiday parties, celebrations, and company gatherings

• Keep our space stocked with snacks, drinks, and all the little touches that make people smile.

• Support offsite events and venue coordination

Team Support & HR

• Support HR initiatives—swag, performance cycles, and more.

• Own interview scheduling across all of our technical and non technical teams, as well as multiple time zones

• Coordinate onsite and virtual interview logistics, including travel and agendas

• Support employer brand efforts, recruiting events, and candidate-facing communication

What We’re Looking For

• 1–5+ years in office management, operations, coordination or a similar role.

• Stellar organization skills—you see what needs to get done and make it happen.

• Friendly, approachable, and proactive—you’re the kind of person people love working with.

• Comfort in a fast-moving startup environment where priorities can shift quickly.

• Tech-savvy; comfortable tools like ATS platforms (Ashby), Slack, Google Calendar

• Experience running events or managing a physical office space is a plus.

• Ability to maintain confidentiality and exercise good judgment

• Ability to work independently and take initiative

• Occasional early morning, evening, or weekend availability for events

• Bonus: experience in tech or early-stage startups, as well as recruiting operations experience

Why You’ll Love Working Here

• Competitive salary, equity, and full benefits.

• A team that’s collaborative, driven, and genuinely fun to work with.

• The chance to help shape the culture and operations of a high-growth AI startup.

• A mission that’s changing how an industry communicates—and you’ll be at the center of it.

Toma is an equal opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees.