Office Manager & Executive Assistant at Well-Funded AI Infrastructure Startup

Well-funded, stealth AI infrastructure startup is looking for an Office Manager & Executive Assistant to be its first office and admin hire. This is an exciting opportunity to build the office experience from the ground up at a fast-growing company scaling from 13 to 50 people within the year. In this role, you'll own a brand-new office, build the systems and processes behind it, run the daily lunch program, snacks, and catering, and bring a vision to upgrade the space. You'll also provide light EA support to the co-founders on calendar and travel, and pitch in on team-wide ops like onboarding new hires, team travel, and offsites. Someone who is highly independent and results-driven, takes the reins without needing handholding, and is excited to be the glue and culture carrier for a smart, close-knit engineering team. AI-forward or eager to get there is a plus. This is an in-office role based in Sunnyvale, a short walk from Caltrain. 100-150K DOE (inclusive of bonus) + equity, top-tier benefits, flexible PTO, and daily lunch.

Responsibilities:

• Own the day-to-day operations of a brand-new office, building the systems, processes, and vendor relationships that keep it running smoothly.


• Bring a vision for the space and lead upgrades such as plants, decor, and lighting, either hands-on or by sourcing and managing vendors.


• Launch and run the daily team lunch program, along with snacks, drinks, and catering for internal meetings.


• Serve as the first point of contact for office visitors and manage NDAs and guest logistics.


• Support onboarding for new employees as the team scales, including document checks and getting new hires set up for day one.


• Provide light EA support to the co-founders, including calendar management and scheduling.


• Coordinate team travel, including international trips, as well as team offsites and events.


• Plan team activities that help build a cohesive, welcoming culture.


• Find ways to use AI tools and smart workflows to make office operations more efficient.

Qualifications:

• Previous experience in office management, executive support, people operations, recruiting coordination, or high-end hospitality, ideally in a startup or fast-paced environment.


• Highly independent and results-oriented, with the judgment to research options, make a recommendation, and make the call without needing handholding.


• Proactive self-starter who can take a program from idea to launch and refine it along the way.


• Exceptional organizational skills and attention to detail.


• Excellent written and verbal communication skills, with the ability to listen well and communicate clearly and precisely.


• Energetic, warm presence who enjoys being the hub of the team and helping build culture.


• Strong hospitality instincts and an eye for creating a space that feels polished, comfortable, and welcoming.


• Comfortable working alongside a highly technical, heads-down engineering team.


• AI-forward or eager to learn, and comfortable with spreadsheets and workplace tools such as Google Workspace, Slack, and Rippling; experience with AI tools is a plus.