Executive Assistant / Office Manager

Job Description

Executive Assistant / Office Manager | Akia

The Tone:
This is a full-time, on-site role at Akia, located in the San Francisco Bay Area. Akia builds AI agents for the hospitality industry, providing an integrated system that manages guest communication, direct bookings, upsells, and the full guest lifecycle. This role is crucial for supporting the leadership team and ensuring the smooth, day-to-day operation of the office. The individual in this position will anticipate needs and make sure all logistical aspects consistently work, embodying efficiency and reliability.

The TL;DR
• Role: Full Time
• Type: Full-time
• Location: In-person, San Francisco, CA

• Team: Operations Department
• Mission: To proactively support the leadership team and ensure the seamless day-to-day logistics and operations of the office.
• Tech Stack: Google Workspace, Slack, expense/travel platforms

What You’ll Actually Do
• Executive Support: Manage complex calendars for executives, prioritizing and resolving scheduling conflicts while also coordinating travel arrangements, itineraries, and expense reporting.
• Office Operations: Own the day-to-day operations of the office, which includes managing supplies, facilities issues, general upkeep, and relationships with building management, cleaning services, and IT vendors.
• Event Management: Plan and execute team events, offsites, and social gatherings such as happy hours and holiday parties.
• Onboarding Logistics: Oversee new hire onboarding from a workspace and logistics perspective, including desk setup, equipment provision, access badges, and welcome materials.
• Communications & Budget: Prepare meeting materials, agendas, and follow-up notes, act as a primary point of contact between executives and stakeholders, and manage the office budget for supplies, events, and facilities.

The Must-Haves
• Background: Professional with experience supporting leadership and managing office operations.
• Experience: 2+ years of experience as an Executive Assistant, Office Manager, or in a similar administrative or operations role.
• Skills: Excellent organizational skills for juggling multiple priorities, strong written and verbal communication skills, a high degree of discretion and trustworthiness with confidential information, and proficiency with common tools including Google Workspace, Slack, and expense/travel platforms.
• Bonus: Experience supporting executives at a startup or high-growth company, experience planning company events or offsites, or familiarity with QuickBooks or basic expense/budget tracking.