Senior Executive Assistant and Workplace Experience Manager

Company Overview

Our software company addresses key emerging grid integration challenges to facilitate a clean, equitable, and resilient energy transition. Our cloud-native, enterprise solutions enable utilities to manage the electrification surge efficiently, meeting strict regulatory, security, and reliability standards.

Position Summary

The Senior Executive Assistant and Workplace Experience Manager role is vital in supporting senior leadership and managing the headquarters office. Initially, you will support the VP of Policy and Marketing and oversee operations of the San Francisco office. This role requires working onsite in San Francisco four days per week and involves collaboration with multiple stakeholders.

Executive Assistant Duties

• Manage VP’s calendar, travel, meetings, expenses, and follow-ups.
• Prioritize meeting requests, ensuring timely preparation of materials.
• Implement executive time-management strategies to safeguard focus and strategic time.
• Coordinate travel and events including client engagements and conferences.
• Handle itinerary changes and logistics issues promptly.
• Prepare detailed travel memos to facilitate smooth trips.
• Attend select meetings to assist with agendas, logistics, notes, and action items as needed.
• Cultivate relationships with leadership and wider teams.
• Lead special projects at the VP’s request while maintaining confidentiality.
• Prioritize and juggle multiple evolving tasks efficiently.
• Support at least one executive as assigned.

Office Management Responsibilities

• Ensure seamless daily office operations for San Francisco employees.
• Supervise an office porter providing support services, if available.
• Perform opening and closing checklists daily.
• Manage vendor relations and coordinate with contractors, building management, AV, security, and IT.
• Control kitchen and office supply inventories.
• Handle mail, packages, telephone systems, and guest arrival logistics.
• Plan and execute office events including meals and onsite gatherings.
• Coordinate IT support for events.
• Maintain compliance with safety protocols.
• Administer office budgets.
• Develop workplace experience strategy anticipating future space, equipment, and process needs during company growth.
• Collaborate with People/Talent teams on space planning.
• Complete special projects and other duties as assigned.

Candidate Profile

• Minimum 5 years experience supporting senior leaders at VP-level or higher, preferably within fast-paced startups.
• At least 2 years managing office operations, facilities, or workplace experience, capable of handling vendor negotiations and executive calendars.
• Strong organizational skills, with ability to manage competing priorities and deadlines without oversights.
• Excellent communication skills to represent the VP and company in interactions with external partners and senior leaders.
• Proactive attitude with exceptional ownership and problem-solving capability.
• Familiarity with Google Workspace, Slack, travel and expense tools (Ramp, Navan, Expensify), and basic office systems is preferred.

Compensation

• Salary range: $105,000 to $129,000 per year.
• Includes equity options and benefits.