Alooma is seeking a driven full-time Office Manager & Executive Assistant to join our People Ops team. All about the People experience - whether that’s candidates, clients, or employees - the Office Manager & Executive Assistant is the ultimate host, consistently demonstrating the ability to anticipate needs, proactively solve problems, and take action on creating solutions that will improve morale, increase productivity or celebrate an accomplishment. The Office Manager & Executive Assistant is an owner and self-starter, responsible for managing and building our Redwood City office operations and employee experience for continued scalability as well as providing high-level administrative support to our US executives, primarily assisting our head of US People Ops. Our ideal candidate is a dependable team player known for their clear communication and drive for excellence. This role will report directly to our People Ops Manager and is a great fit for anyone looking to dip their toes into Executive Administration and/or People Ops.
Responsibilities:Fully own creating and maintaining a productive, clean, organized, and inviting office environmentManage all things kitchen and food related; partnering with our snack/catering vendors for meal and event catering, setting up and breaking down lunch, etc.Serve as receptionist for the office and greet all guests with warmth and urgency, as neededManaging calendar invites and scheduling for US Alooma executivesOversee travel coordination such as booking flights, hotels, and local transportation, as neededIdentify and implement improvements to scale office operations as our team grows and needs become more complex through rapid growthServe as a primary contact for in-office operations and logistical troubleshootingPartner with our People Ops Manager to improve and orchestrate key People Ops functions (i.e. employee onboarding and offboarding, recruiting coordination, scheduling, intranet, etc.)Create, plan, and coordinate internal on-site and off-site events (i.e. company & exec events), including event setup and breakdownUnderstand basic A/V systems and be able to work with internal and/or external resources to resolve A/V issuesHandle all Redwood City mail, voicemail, and shipping needs for the Redwood City officeOther duties as assigned
About You:Bachelor’s degree is preferredHighly organized, meticulous attention to detail, resourceful, self-motivated, and solutions-focusedUndaunted by the opportunity to create structure and organization from scratchHighly personable and communicative; high emotional intelligenceStrong coordination skills and proven success in completing tasks with a sense of urgencyExcellent verbal and written communication skillsNaturally leverage proactivity, initiative, and organization to achieve your goalsDemonstrated ability to work autonomously and exercise sound judgment and problem solvingAbility to maintain confidentiality with the utmost discretionTech savvy and comfortable learning new technology; experience with Google Apps is a huge plusOffice operations experience at a tech startup is preferred