Executive Assistant and Office Manager

Overview

We are seeking a dynamic, organized, and detail-focused Executive Assistant & Office Manager to support our fast-paced environment and act as the backbone of our daily operations. As the right hand to the CEO and the steward of our office environment, you will play a central role in maintaining leadership efficiency and crafting an inspiring, organized workplace culture. Your daily tasks will vary, providing an engaging and fast-moving workday.

Executive Support Duties

• Act as the CEO's dependable partner to optimize her time and impact.
• Manage complex calendars including scheduling and logistics with internal and external contacts.
• Preempt scheduling issues and resolve conflicts ahead of time.
• Arrange domestic and international travel plans, itineraries, and expense reports.
• Develop meeting agendas, prepare materials and presentations, and track follow-up actions.
• Monitor priorities, deadlines, and deliverables to ensure consistent progress.
• Support presentations, strategic initiatives, and other special projects as needed.
• Serve as a professional liaison between CEO, internal teams, board members, investors, external partners, and vendors.
• Maintain confidentiality with utmost discretion and sound judgment.
• Proactively anticipate CEO’s needs and streamline execution by removing obstacles.

Office Management Responsibilities

• Oversee day-to-day operations ensuring the office is organized, welcoming, and running smoothly.
• Serve as the main contact for facilities, building management, vendors, and office service providers.
• Manage office supplies, kitchen stock, equipment, shipping, mail, and facility upkeep.
• Ensure common areas and conference rooms are presentable, well-stocked, and functional.
• Handle onboarding logistics, workspace setup, office access, and employee supplies.
• Coordinate employee engagement activities such as celebrations, gifting, and culture development.
• Maintain office policies, staff directories, and operational procedures.
• Identify and implement improvements to increase office efficiency.

Office Expansion and Project Coordination

• Contribute to the search and evaluation of the next office location.
• Liaise with commercial brokers, landlords, designers, contractors, and vendors during relocation and build-out.
• Manage timelines, budgets, and logistics for office moving projects.
• Collaborate with leadership to design a workspace reflecting the mph brand identity that fosters creativity and teamwork.
• Lead relocation planning and ensure minimal business disruption.

Team and Project Coordination

• Assist leadership and cross-functional teams in tracking priorities, deadlines, and deliverables.
• Organize company events including quarterly offsites, leadership meetings, team gatherings.
• Help coordinate company communications and manage meeting details.
• Support cross-functional projects and step into various initiatives as required.
• Act as a problem solver ensuring smooth operational flow behind the scenes.

Requirements and Qualifications

• At least 5 years supporting founders, CEOs or senior executives in Executive Assistance, Chief of Staff, Office Management, or Operations.
• Experience in office management or workplace operations, preferably in startup or high-growth settings.
• Exceptional organizational skills with keen attention to detail.
• Proactive approach and foresight to anticipate needs.
• Strong multitasking and project management capabilities.
• Excellent verbal and written communication skills.
• High emotional intelligence, professionalism, and discretion when managing confidential matters.
• Resourceful with a solutions-driven mindset and readiness to undertake hands-on tasks.
• Proficient in Google Workspace and contemporary productivity software.
• Comfortable working in a rapidly changing, entrepreneurial atmosphere.
• Ability and willingness to work onsite in Los Angeles at least four days a week.
• Flexibility to occasionally modify schedule for executive or company needs.

Ideal Candidate Traits

• Enjoys organizing complexity and creating order.
• Naturally anticipates upcoming needs and next steps.
• Balances strategic planning with hands-on execution.
• Takes satisfaction in enabling others to succeed.
• Focuses on details that significantly impact outcomes.
• Builds trust by being reliable and professional.
• Is the dependable person others rely on.
• Motivated by contributing to the growth of a thriving beauty brand.

Benefits

• Comprehensive health insurance covering medical, dental, and vision.
• Retirement savings plans including 401(k) and IRA options.
• Life insurance offering basic, voluntary, and accidental death & dismemberment coverage.
• Paid time off for vacation, sick leave, and public holidays.
• Family leave benefits including maternity and paternity leave.
• Short- and long-term disability insurance.
• Opportunities for training and professional development.
• Work from home options available.
• Complimentary snacks and food in the office.
• Resources and programs supporting employee wellness.

About m.ph Beauty

m.ph beauty was created by makeup artist Mary Phillips and offers a curated collection of sophisticated formulations designed to enhance natural beauty with confidence and subtle edge. The brand exemplifies effortless yet defined looks anchored by the Underpainting Palette, Mary’s essential makeup tool. Rooted in art and fashion, the brand embraces a refined aesthetic with luxurious products and packaging, aimed at discerning women seeking elegant and impactful beauty solutions.