Office Manager & Executive Assistant

People OpsFull-timeRedwood City, CA
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.
  • Fully own creating and maintaining a productive, clean, organized, and inviting office environment
  • Manage 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 needed
  • Managing calendar invites and scheduling for US Alooma executives
  • Oversee travel coordination such as booking flights, hotels, and local transportation, as needed
  • Identify and implement improvements to scale office operations as our team grows and needs become more complex through rapid growth
  • Serve as a primary contact for in-office operations and logistical troubleshooting
  • Partner 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 breakdown
  • Understand basic A/V systems and be able to work with internal and/or external resources to resolve A/V issues
  • Handle all Redwood City mail, voicemail, and shipping needs for the Redwood City office
  • Other duties as assigned
  • About You:
  • Bachelor’s degree is preferred
  • Highly organized, meticulous attention to detail, resourceful, self-motivated, and solutions-focused
  • Undaunted by the opportunity to create structure and organization from scratch
  • Highly personable and communicative; high emotional intelligence
  • Strong coordination skills and proven success in completing tasks with a sense of urgency
  • Excellent verbal and written communication skills
  • Naturally leverage proactivity, initiative, and organization to achieve your goals
  • Demonstrated ability to work autonomously and exercise sound judgment and problem solving
  • Ability to maintain confidentiality with the utmost discretion
  • Tech savvy and comfortable learning new technology; experience with Google Apps is a huge plus
  • Office operations experience at a tech startup is preferred