Executive Assistant (Office Operations Manager)

Join our team as an Executive Assistant & Office Manager, where you'll support our CEO and CBO, manage our San Francisco office, coordinate recruiting, and handle various business operations tasks. This role offers broad scope, real ownership, and a close-up view of how an early-stage company operates. You'll work closely with the founders, handle confidential information, and have a high degree of autonomy.

You have worked and thrived at scalling companies where the scope is still being defined and getting something done often means figuring it out yourself

Proven discretion handling confidential compensation, personnel, and business information

Comfort with light data work — building trackers, headcount reports, or simple dashboards in Sheets or similar

Responsibilities

• Assurer le soutien exécutif au PDG et au CBO, gérer les calendriers, coordonner les voyages et préparer les documents de réunion.
• Gérer les opérations de bureau, y compris la gestion des fournisseurs, l'inventaire des équipements et la coordination des installations.
• Coordonner le recrutement, y compris la planification des entretiens, la communication avec les candidats et la gestion des dossiers des candidats.
• Exposure to HR administration or people operations — onboarding, headcount tracking, benefits coordination, or HRIS tools
• Experience planning offsites and team events for distributed teams
• Experience supporting board meetings, investor relations, or fundraising logistics
• You've supported founders and executives through fast-changing priorities and competing deadlines, handling sensitive information with discretion
• You're organized, steady under pressure, and a problem solver
• Track record of running an office or facilities function: vendor management, budgets, inventory, IT and equipment coordination

Requirements

• Based in the San Francisco Bay Area and able to be in the office 3 days a week (Tue/Wed/Thu)
• Demonstrated experience owning complex calendars, travel, and external scheduling across multiple time zones and stakeholder types (investors, partners, candidates)
• You're proactive about building the systems and processes a growing company needs
• Exceptional written and verbal communication — polished with external stakeholders, crisp and direct internally
• You identify the gap before someone has to point it out to you, and put a solution in place
• 4+ years of experience in executive support, office management, operations, or a comparable role, with at least 2 years directly supporting C-level executives or founders
• Fluency with the modern operations toolkit: Google Workspace, Slack, Notion, an ATS, expense and travel tools, and the ability to pick up new software quickly
• Interest in healthcare, life sciences, or mission-driven companies; familiarity with the rare disease community is a plus but not required

You handle sensitive information with discretion

• You manage multiple priorities at once without losing track of any of them, and you have good judgment about what's urgent, what's important, and what can wait
• You're proactive rather than reactive identifing issues before they become problems and keep people informed without being asked
• Experience coordinating recruiting logistics — interview scheduling, panel management, candidate communication — at a company actively hiring across multiple roles
• Experience at a venture-backed startup between Seed and Series B, where you owned operations broadly rather than a narrow slice