Executive Assistant / Office Manager (Part-time)

Why HOVER wants you:

HOVER is seeking a dynamic Executive Assistant to manage the day-to-day business activities of the CFO and General Counsel, as well as providing minimal in person office support in our San Francisco Headquarters office. This position would be an excellent opportunity to work with various departments and learn more about a fast-paced startup operates.. 

Our Executive Assistant team is small but mighty. You’ll be joining a team of four that helps to drive efficiency for our leadership teams and helps to define how our company operates.  In this pivotal support position you’ll work closely to support our executives as a key liaison between staff members and external partners.

You will contribute by: 

In this role, you will need to demonstrate the ability to handle confidential information with discretion and utilize significant amounts of independent judgment. This is a part-time, non-exempt position located in San Francisco, CA, reporting to the Executive Assistant Manager and working closely with the Director, Workplace in the San Francisco office. We are looking for someone who can keep our office organized and maintain a professional company image to vendors, clients, etc. while helping to make it a lively, fun place to work.   

As the Executive Assistant and Office Manager, you person will have the opportunity to grow the culture and office environment to help us be a more lean and effective organization. We are looking for a candidate who is eager to take on a wide-ranging set of responsibilities and who will confidently be able to manage many priorities, while providing in office support for our San Francisco team.

Key Responsibilities:

Executive Support (85%)

• Organize and coordinate the CFO and General Counsel’s daily calendars
• Proactively consider needs related to calendar and schedule meetings accordingly
• Track CFO and General Counsel’s expenses and prepare expense reports for reimbursement and billing
• Receive and triage incoming written communications to appropriate staff and facilitate response or action to be carried through by CFO and General Counsel as needed
• Manage organizational communication, scheduling and logistics for key internal events such as board meetings and staff meetings
• Manage internal gifting requests for department employees as needed
• As appropriate, provide administrative support to other Executive Team members in terms of managing meeting logistics, making travel arrangements and coordinating schedules
• Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR, Recruiting, Workplace, or Finance. 

Office Management (15%)

• Serve as the key point of contact for office vendors and guests, and providing access badges to employees as needed
• Responsible for submitting maintenance requests and managing the safety of the office
• Responsible for sorting the mail twice per week and mailing external packages and mail as needed
• Be on site in the office on Tuesdays and Thursdays and occasional ad hawk days (Board Meeting, etc) as needed for support.  
• Monitor and maintain inventory of necessary office supplies and restock as needed
• Order weekly catered lunch for the office and be onsite every Thursday for delivery and setup. 
• Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional. 
• Help with organizing and executing office Happy Hours and events as needed

Qualifications:

• A minimum of three years’ experience in an administrative support role, preferably at the senior level. Experience supporting executives is a must have.
• Be a self-starter, optimistic, and present a professional demeanor with careful attention to detail.     
• Strong sense of initiative and a process-improvement mindset.
• Show a desire to learn more about all things HOVER
• Highly flexible, creative problem solver, with a strong ability to multitask.
• Excellent interpersonal, oral and written communication skills.
• Execute and exhibit good judgment. Ability to interact with all levels of management. High level of professionalism.
• Superb organizational and time-management skills.
• Excellent computer skills; proficient in Google Suite.
• A demonstrated ability to plan effectively, but the flexibility to handle the unexpected. 
• High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize work on multiple projects. 

Benefits

• Compensation - Competitive salary and meaningful equity in a fast-growing company
• Healthcare - Comprehensive medical, dental, and vision coverage for you and dependents
• Paid Time Off - Unlimited and flexible vacation policy 
• Paid Family Leave- We support work/life balance and offer generous paid parental and new child bonding leave 
• Mandatory Self-Care Days - A day set aside each month to allow employees to recharge 
• Remote Wellbeing Resources - We provide recurring fitness classes, meditation/ mindfulness tools, virtual therapy, and family planning assistance 
• Learning - We encourage continued education and will help cover the cost of management training, conferences, workshops, or certifications

The US base salary range for this part-time, non-exempt position is $50/hr - $58/hr. Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process.

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