Executive Assistant-Office Manager

About Arize AI

Arize AI is the leading machine learning observability platform, helping companies monitor, troubleshoot, and improve their ML and LLM models in production. We work with innovative teams building the future of AI across industries.

The Role

We're seeking a dynamic Executive Assistant & Office Manager to support our leadership team and create an exceptional office environment. This dual role combines high-level executive support with hands-on office management, requiring someone who thrives in a fast-paced, collaborative environment and can seamlessly shift between strategic tasks and operational details.

What You'll Do

Executive Support

• Provide comprehensive administrative support to executive team members
• Manage complex calendars, schedule meetings across multiple time zones, and coordinate travel arrangements
• Prepare meeting materials, presentations, and correspondence
• Handle confidential information with discretion and professionalism
• Act as a liaison between executives and internal/external stakeholders
• Assist with special projects and research as needed

Office Management

• Serve as the primary point of contact for office operations and vendor relationships
• Manage office supplies, equipment, and facilities to ensure a smoothly functioning workspace
• Coordinate with building management on maintenance, security, and space planning
• Oversee office budget
• Create and maintain office policies, procedures and access
• Plan and execute team gatherings, happy hours, and social events that build community
• Foster a welcoming, inclusive office culture that reflects Arize's values

What We're Looking For

Required Qualifications

• 3+ years of experience in executive assistant and/or office management roles
• Exceptional organizational skills with ability to manage multiple priorities simultaneously
• Outstanding written and verbal communication skills
• Proactive problem-solver who anticipates needs and takes initiative
• Strong interpersonal skills and ability to build relationships at all levels
• High level of discretion, integrity, and professionalism
• Proficiency in Google Workspace, Slack, and standard office software
• Comfortable with ambiguity and adapting in a fast-growing startup environment

Preferred Qualifications

• Experience in tech startups or fast-paced environments
• Event planning experience
• Familiarity with expense management tools (Expensify, Brex, etc.)
• Experience supporting C-level executives
• Knowledge of AI/ML industry (helpful but not required)

What Makes You Stand Out

• You're energized by variety and enjoy wearing multiple hats
• You have a knack for creating order out of chaos
• You bring warmth and positivity to everything you do
• You're resourceful and find creative solutions to challenges
• You take pride in the details while keeping the big picture in mind
• You thrive on making others successful

Work Schedule

This role requires 4 days per week in our Bay Area office to effectively support executives and manage office operations. We offer flexibility on specific days based on business needs and team schedules. The salary range for this role is $100,00.00 - $150,000.00 per year based on experience.