Executive Assistant

Company: UP.Labs
Location: San Francisco
Posted on: February 1, 2025

Job Description:

Job Overview:UpLabs is seeking an Executive Assistant/ Office Manager to support members of our executive team. This role is a balancing act: managing the day-to-day tasks, leading all aspects of schedules, preparing for meetings, and coordinating events - in addition to higher-order work like handling sensitive information and relationships, taking on special projects, and solving problems of all magnitude. This is a highly visible position supporting our executive leadership and all aspects of our business.Executive Assistant Duties

• Coordinate and manage heavy and complex schedules for two executives, including meetings, travel, and events.
• Act as a primary point of contact, managing correspondence, and handling inquiries with professionalism.
• Prepare agendas, materials, and follow-up actions for meetings; take detailed notes and ensure timely execution of deliverables.
• Plan and book travel arrangements, including flights, accommodations, and itineraries, ensuring efficiency and accuracy.
• Handle sensitive information with discretion and maintain the highest level of confidentiality.
• Identify and implement ways to enhance productivity and streamline processes across executive and office management functions.
• Provide occasional administrative support to other team members as needed, ensuring seamless office collaboration.Office Manager Duties
  • Oversee daily office operations, including maintaining supplies, managing vendor relationships, and ensuring a well-functioning workspace.
  • Organize internal and external events such as team meetings, client gatherings, and special projects.
  • Manage office budgets, including tracking expenses and negotiating contracts with vendors.
  • Serve as a liaison with building management to ensure compliance with office policies and procedures.Qualifications
    • Bachelor's degree or equivalent experience preferred.
    • 10+ years of experience in an executive assistant or executive support role, preferably in a professional services or venture capital environment.
    • Excellent written and verbal communication skills.
    • Proficiency in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Slack).
    • Exceptional organizational and multitasking abilities.
    • Strong problem-solving skills and a proactive, can-do attitude.Location: San Francisco Bay Area, CAHybrid Work Environment: onsite Monday-Thursday, remote Friday
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Keywords: UP.Labs, Rancho Cordova , Executive Assistant, Other , San Francisco, California