Fictiv

Platform for instant custom-part sourcing

Executive Assistant - Office of the CEO

Executive SupportPosted on Nov 12

Full-timeOakland, CA, USA$110k - $125k /yr

About the Job

Requirements

At least 5 years of executive assistant experience; experience supporting a C-suite executive in a fast-paced technology or startup environment is ideal.
Handle sensitive personal and professional information with discretion and trustworthiness.
Be exceptionally organized, use systems, and plan proactively.
Communicate clearly in writing and verbally, and represent the President & CEO's voice when needed.
Remain calm under pressure and make decisive choices when priorities change.
Manage up by keeping a busy executive on track without overstepping.
Be proficient with Microsoft Teams, Google Workspace, Slack, Zoom, and travel booking platforms; learn new tools quickly and use artificial intelligence to support and improve workflows.
Work on site with the Office of the CEO team.
Maintain and contribute to the Quality Management System.
Meet the physical demands of primarily office-based work involving prolonged computer use and occasional lifting of event materials up to 25 pounds.

Responsibilities

Own the President & CEO's calendar end-to-end, including complex scheduling, prioritization, and proactive conflict management across multiple time zones.
Anticipate scheduling needs, protect time for high-priority work and thinking, and prepare the President & CEO for meetings with relevant context, briefings, and materials.
Manage high-volume email, draft correspondence, flag action items, and ensure timely follow-through.
Coordinate meeting cadences across the Executive Leadership Team and extended leadership organization, including agenda preparation, pre-read distribution, and post-meeting action-item tracking.
Coordinate with the Chief of Staff to align priorities and ensure nothing is missed.
Plan and book complex domestic and international travel, including flights, hotels, ground transportation, and visas, often on short notice and with changing itineraries.
Travel with the President & CEO on select high-priority trips to provide on-the-ground support.
Build detailed travel itineraries and anticipate logistics at every step.
Manage travel expenses and reconcile reports accurately and on time.
Coordinate executive leadership team meetings and offsites, including gathering agendas, managing logistics, and tracking follow-ups.
Support All Hands meetings and company-wide events by managing audiovisual needs, Zoom, the run of show, and speaker coordination.
Manage conference room calendars and troubleshoot technology issues in real time.
Maintain and update critical documentation, expense reports, and organizational records.
Support confidential projects with discretion.
Assist with external relations, executive outreach, and stakeholder communications as needed.
Take on special projects at the direction of the President & CEO and the Chief of Staff.

Desired Qualifications

Japanese language proficiency is a plus but is not required.
Experience supporting a C-suite executive in a fast-paced technology or startup environment is ideal.

About MISUMI Americas

MISUMI Americas, a division of MISUMI Group, is a leading provider of standard, configurable, and custom manufacturing solutions. By integrating a vast catalog of components with a world-class digital manufacturing platform, MISUMI Americas empowers engineers and procurement teams to accelerate innovation across the entire product lifecycle. With operations in the San Francisco Bay Area and Chicago, the company serves as a vital partner for the most innovative companies in the Americas.

Impact In This Role

The Executive Assistant is the operational engine behind the President & CEO’s day. This person owns the calendar, travel and inbox so the President & CEO can focus on the highest priorities, and handles scheduling requests from across the company. The role also prepares itineraries for multi-day trips and events involving the President & CEO, and supports company events.

The role sits in the Office of the CEO team and reports to the Chief of Staff, while serving as executive assistant to the President & CEO. Because the role sees very sensitive information, discretion is essential.

What You’ll Be Doing

Executive & Calendar Support

Own President & CEO's calendar end-to-end — complex scheduling, prioritization, and proactive management of conflicts across multiple time zones
Anticipate scheduling needs before they arise; protect time for high-priority work and thinking
Prepare President & CEO for meetings with relevant context, briefings, and materials
Manage high-volume email; draft correspondence, flag action items, and ensure timely follow-through
Coordinate and manage complex meeting cadences across the Executive Leadership Team and extended leadership organization, including agenda preparation, pre-read distribution, and post-meeting action item tracking to ensure decisions are captured and followed through
Coordinate closely with the Chief of Staff to align on priorities and ensure nothing is missed

Travel Planning & Logistics

Plan and book complex domestic and international travel — flights, hotels, ground transport, visas — often on short notice with changing itineraries
Travel with President & CEO on select high-priority trips to provide on-the-ground support
Build detailed travel itineraries and anticipate logistics at every step
Manage travel expenses and reconcile reports accurately and on time

Meeting & Event Coordination

Coordinate executive leadership team meetings and offsites, including gathering agendas, logistics, and tracking follow-ups
Support All Hands meetings and company-wide events — managing AV, Zoom, run of show, and speaker coordination
Manage conference room calendars and troubleshoot tech issues in real time

Administrative & Special Projects

Maintain and update critical documentation, expense reports, and organizational records
Support confidential projects with the highest level of discretion
Assist with external relations, executive outreach, and stakeholder communications as needed
Take on special projects at the direction of President & CEO and the Chief of Staff

Please note: All employees are expected to maintain and contribute to the QMS.

Desired Traits

5+ years of executive assistant experience, ideally supporting a C-suite executive in a fast-paced tech or startup environment
Discreet and trustworthy: handles sensitive personal and professional information with complete professionalism
Exceptionally organized, with a bias toward systems and proactive planning
Clear communicator, written and verbal, who can represent the President & CEO's voice when needed
Calm under pressure and decisive when priorities change
Comfortable managing up: keeps a busy executive on track without overstepping
Tech-driven: proficient with Microsoft Teams, Google Workspace, Slack, Zoom and travel booking platforms, picks up new tools quickly, and uses AI to support and improve workflows
Resourceful and self-directed: finds solutions before problems become visible
Able to work on site with the Office of the CEO team
Japanese language proficiency is a plus, but not required

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primarily office-based work with prolonged computer use.
Occasionally lifts event materials of up to 25 lbs.
Up to 25% domestic and international travel to support the President & CEO on select trips and to support company events.

Perks and Benefits

Competitive medical, dental, and vision insurance
401K plan
Parental leave programs
Paid volunteer days
And much, much more!

Salary Range: $110,000 to $125,000 per year, depending upon experience

Interested in learning more? We look forward to hearing from you soon.

We’re actively seeking teammates who:

Bring diverse perspectives and experience to our culture and company.
Excel at being part of a strong, empathetic team.
Thrive in an environment emphasizing respect, honesty, collaboration, and growth.
Have an ‘always learning’ mindset that celebrates learning, not just wins.
Help us continue to build a world-class organization that values the contributions of all of our teammates

We encourage applications from members of underrepresented groups, including but not limited to women, members of the LGBTQ community, people of color, people with disabilities, and veterans.

About the Company

Fictiv

Platform for instant custom-part sourcing

Fictiv runs a digital platform that connects buyers with a global network of vetted manufacturing partners to source custom-manufactured parts. It enables low-volume production by providing instant quotes, manufacturability analysis, and on-demand production status updates, eliminating the need for large tooling investments. It also offers design-for-manufacturability consultations via chat or Zoom with technical experts. The company differentiates itself with access to a wide, geographically distributed manufacturing network (across the U.S., China, India, and Mexico) that reduces supply-chain risk and accelerates sourcing for small-quantity runs. Its goal is to make it faster and easier for businesses to source and manage custom parts from design to delivery.

Company size: 501-1,000
Company stage: Acquired
Total funding: $193M
Headquarters: San Francisco, CA
Founded: 2013

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