Assist World ยท 20 hours ago
Executive Assistant Office Manager
San Francisco Bay Area
Full-time
Hybrid
Mid Level
$80K/yr - $110K/yrAssist World is a company looking for an Executive Assistant Office Manager to support the founders and oversee office operations. The role involves managing schedules, coordinating travel, and fostering a positive team culture while ensuring the office runs smoothly.
Staffing & Recruiting
Hiring Manager
Dan Gray
Responsibilities
Seamlessly handle all administrative tasks for both founders, including calendar management, travel, meeting prep, email triage, and ad-hoc projects, ensuring founders can focus on high-level strategy and decision-making
Oversee the SF office operations on a hybrid basis (three days per week in-office), including supplies, event planning, onboarding new employees, and overall creating a clean, beautiful, high-energy workplace that supports productivity
Book travel, lodging and workspace on behalf of the entire team, including periodic weeks (e.g. every other month) when the whole company, including any remote employees, will all be in SF together
Act as the founders' eyes and ears, providing daily morning updates on team performance, attendance, energy levels, and any emerging issues, while proactively fostering a positive atmosphere through team-building activities, recognition programs, insurance, company policies, and open communication channels
Bridge the gap between founders and the team during travel or remote periods, relaying key messages, gathering feedback, and ensuring employees feel heard, valued, and directly linked to leadership. Assist and manage employee onboarding and payroll
Make sure invoices get paid on time, and make sure our external vendors for compliance, legal, accounting, taxes etc. have the context they need and are delivering results in a timely manner. Provision access for the entire team to all our SaaS products during onboarding and offboarding
Organize and lead initiatives to keep office morale high, such as social events, wellness activities, or motivational check-ins, resulting in measurable improvements in team satisfaction and engagement metrics
Own executive email, calendar, and scheduling; prioritize requests, filter noise, and protect deep-work time
Coordinate meetings, travel, and logistics for founders and the broader team
Manage operational workflows across vendors, payroll support, benefits questions, subscriptions, and administrative tasks
Act as a first point of contact for employees on day-to-day operational and benefits questions
Support board communications and logistics, including scheduling meetings, coordinating materials, managing follow-ups, and ensuring timely, professional communication with board members
Support investor communications and logistics, including scheduling, materials, follow-ups, and basic tracking
Research and evaluate vendors, recruiting firms, and service providers; coordinate next steps
Organize and maintain internal documentation and systems
Support office operations, events, offsites, and on-the-ground needs during leadership visits
Handle select personal tasks that reduce executive load and enable focus
Qualification
Required
Serve as a trusted executive assistant to the founders, managing their schedules and priorities while overseeing office operations and acting as a culture carrier
Maintain a vibrant, connected team environment, including during founders' absences, by being the on-the-ground link that keeps energy high, morale strong, and the company's heartbeat pulsing with positivity and optimism
Seamlessly handle all administrative tasks for both founders, including calendar management, travel, meeting prep, email triage, and ad-hoc projects, ensuring founders can focus on high-level strategy and decision-making
Oversee the SF office operations on a hybrid basis (three days per week in-office), including supplies, event planning, onboarding new employees, and overall creating a clean, beautiful, high-energy workplace that supports productivity
Book travel, lodging and workspace on behalf of the entire team, including periodic weeks (e.g. every other month) when the whole company, including any remote employees, will all be in SF together
Act as the founders' eyes and ears, providing daily morning updates on team performance, attendance, energy levels, and any emerging issues, while proactively fostering a positive atmosphere through team-building activities, recognition programs, insurance, company policies, and open communication channels
Bridge the gap between founders and the team during travel or remote periods, relaying key messages, gathering feedback, and ensuring employees feel heard, valued, and directly linked to leadership
Assist and manage employee onboarding and payroll
Make sure invoices get paid on time, and make sure our external vendors for compliance, legal, accounting, taxes etc. have the context they need and are delivering results in a timely manner
Provision access for the entire team to all our SaaS products during onboarding and offboarding
Organize and lead initiatives to keep office morale high, such as social events, wellness activities, or motivational check-ins, resulting in measurable improvements in team satisfaction and engagement metrics
Own executive email, calendar, and scheduling; prioritize requests, filter noise, and protect deep-work time
Coordinate meetings, travel, and logistics for founders and the broader team
Manage operational workflows across vendors, payroll support, benefits questions, subscriptions, and administrative tasks
Act as a first point of contact for employees on day-to-day operational and benefits questions
Support board communications and logistics, including scheduling meetings, coordinating materials, managing follow-ups, and ensuring timely, professional communication with board members
Support investor communications and logistics, including scheduling, materials, follow-ups, and basic tracking
Research and evaluate vendors, recruiting firms, and service providers; coordinate next steps
Organize and maintain internal documentation and systems
Support office operations, events, offsites, and on-the-ground needs during leadership visits
Handle select personal tasks that reduce executive load and enable focus
Excels in multitasking and prioritization, using tools like calendars, project management software, and communication platforms to keep everything running smoothly
Outgoing and approachable, builds strong relationships across all levels of the organization, communicating effectively with empathy, positivity, and optimism to inspire and motivate others
Handles sensitive information with the utmost confidentiality, earning trust as a reliable confidant who provides honest, insightful feedback
Embodies and promotes a positive, optimistic, productive company culture, sensing team energy and intervening with creative solutions to maintain high spirits and connectivity
Thrives in a dynamic environment, adjusting to founders' travel schedules, unexpected requests, and evolving team needs while maintaining composure and efficiency
Delivers clear, concise updates and reports, both verbally in daily meetings and in written form, ensuring founders are always informed and aligned
Company
Assist World
With 35+ years of collective experience, Assist World utilizes talent and leadership across the globe; saving business owners while maximizing work efficiency.
Founded in 2022
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase