Office Manager/Executive Assistant en EVPassport

The Opportunity:

We are seeking a highly organized, proactive, and adaptable Office Manager / Executive Assistant to provide critical support to our executive team while ensuring smooth day-to-day office operations. This role is ideal for a professional who thrives in a fast-paced environment, can balance multiple priorities, and is committed to operational excellence. The ideal candidate will be equally comfortable managing administrative details, streamlining office operations, and serving as a trusted partner to senior leadership. This role will work onsite 5 days a week in our Santa Monica headquarters. 

KEY ROLES AND RESPONSIBILITIES:

Executive Support

• Provide direct administrative support to executives, including calendar management, travel coordination, expense reporting, and meeting preparation.
• Draft correspondence on behalf of executives with discretion and professionalism.
• Act as a point of contact between executives and internal/external stakeholders, ensuring timely and accurate communication.
• Anticipate executive needs and proactively identify ways to improve workflow efficiency.

Office Management

• Coordinate general office logistics to ensure a clean, proactive, organized, and collaborative environment for all team members.
• Oversee day-to-day office operations, ensuring a well-organized and efficient workplace, including partnership with building management and service providers.
• Serve as the first point of contact for visitors, deliveries, and general inquiries.
• Manage office supplies, vendor relationships, and facility maintenance needs.
• Coordinate logistics for office lunches, events, meetings, and company-wide initiatives.
• Support new hires in partnership with IT to ensure employees have the necessary hardware and software, and feel welcomed and productive in our office.
• Develop and maintain systems to ensure operational efficiency, including document management, team communications, and office policies.

Operational Excellence

• Support People Operations with administrative tasks such as onboarding/offboarding and employee engagement initiatives.
• Implement process improvements that streamline operations and increase team productivity.
• Handle sensitive information with the highest degree of confidentiality and professionalism.

• Collaborate with internal departments to facilitate smooth information flow.

 Additional tasks and projects as may be assigned by the Company.

QUALIFICATIONS:

• Experience: 4+ years of experience in office management, executive assistant, or administrative leadership roles, ideally within a high-growth environment.
• Bachelor’s degree preferred; high school diploma or equivalent required.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication.
• Proficiency with productivity tools (Google Workspace, Slack, Zoom, expense management platforms, etc.).
• Demonstrated ability to manage competing priorities with calm and efficiency.
• Proven ability to work in a fast-paced, dynamic environment with changing priorities.
• Strong organizational, analytical, time-management and project management skills.
• Occasionally lift office supplies or equipment (up to 70 lbs).
• Attributes:
• High integrity and discretion.
• Proactive problem-solving approach with a strong sense of initiative.
• Detail-oriented with a focus on operational excellence.
• Comfortable working independently and as part of a team.