As the Executive Assistant, you will act as the right hand to the CEO and CTO, enabling them to focus on strategic priorities by managing their schedules, coordinating travel, preparing documents, and handling expenses. You will also take on key office management responsibilities — ensuring the workspace runs efficiently, suppliers are managed effectively, and team operations are well supported. This is a role for someone who thrives in a dynamic environment, can juggle multiple priorities, and enjoys both executive-level interaction and hands-on operational tasks. This will also include managing our new office in Silicon Valley This role must be able to site onsite 4+ days/week in the San Francisco AreaExecutive Support· Manage complex and frequently changing calendars for the CEO and CTO of the Loops and SVP AI Revenue Operations, scheduling meetings across time zones.· Coordinate domestic and international travel arrangements, including itineraries, visas, and accommodation.· Prepare and process expense reports in a timely manner.· Draft, edit, and prepare correspondence, presentations, and meeting materials.· Organise and prepare for meetings, including gathering documents, setting up technology, and ensuring follow-up actions are tracked.· Act as the primary point of contact for internal and external stakeholders on behalf of the CEO and CTO.Office Management & Operations· Oversee day-to-day office operations, ensuring supplies, equipment, and facilities are maintained.· Manage relationships with vendors, contractors, and building management.· Coordinate team events, meetings, and social activities.· Support onboarding and offboarding processes in collaboration with HR.· Maintain office policies, procedures, and health & safety compliance.· Provide ad hoc support to other leadership team members as needed.General Administration· Assist with budget tracking and invoice processing for office-related expenses.· Maintain accurate records and filing systems (both digital and physical).· Support special projects and company initiatives, often working with cross-functional teams.
