Lead Executive Assistant And Office Manager

Why We Need You:

As our Lead Executive Assistant (EA) and Office Manager (OM), you will be a critical leader, enabling the success of our executive team and ensuring the smooth operation of our San Mateo office. You will be part of the People team and oversee the EA and OM team, with team members located in both New York and San Mateo. This role directly supports our CEO and Head of Revenue and Business. We are looking for someone with a passion for enabling others, exceptional customer service skills, and a dedication to operational excellence and communication. This role requires being in the San Mateo office 5 days a week. You will bring best practices and previous experience in Office Management, Business Operations, and Executive Assistance to this role.

As a leader in our organization, you will work closely with key members of the executive team on high-priority initiatives across the organization - helping shape the future of FalconX and the industry. You'll help drive operational efficiency, facilitate key initiatives, and foster a thriving workplace culture.

Responsibilities:

• Provide comprehensive executive support to the CEO, Head of Revenue and Business, and other executives as needed, including proactively managing complex calendars, prioritizing tasks, and optimizing executive productivity.
• Oversee and mentor the Executive Assistant and Office Management team (San Mateo and New York), providing guidance, training, and support to ensure high performance and operational efficiency.
• Develop and implement best practices for executive support, office management, and business operations, driving continuous improvement, efficiency, and operational excellence.
• Manage complex travel arrangements and expense reports for supported executives.
• Assist with project management, tracking progress, coordinating resources, and ensuring timely completion of critical projects, in close collaboration with the Office of the CEO.
• Facilitate cross-functional collaboration by scheduling meetings, preparing agendas, and following up on action items.
• Oversee and support all administrative duties and operational workstreams in the San Mateo and NYC office and ensure that the offices operate smoothly, efficiently, and in alignment with company culture.
• Develop and implement office policies and procedures, ensuring they are implemented appropriately and consistently.
• Manage office budget and vendor relationships, ensuring cost-effectiveness and high-quality service.
• Identify opportunities for process and office management improvements, and design and implement new systems to enhance efficiency and effectiveness.
• Collaborate with the rest of the executive office team to lead company-wide cultural initiatives and events, and foster a positive work environment.

Qualifications:

• Bachelor's degree in business administration, communications, or a related field.
• 7+ years of progressive work experience in an administrative/office management role, with significant experience supporting C-Suite level executives.
• Proven experience in a leadership role, overseeing and mentoring a team across multiple locations.
• Demonstrated expertise in developing and implementing best practices for executive support, office management, and business operations.
• Must have exceptional attention to detail.
• Strong organizational and time management skills, and ability to prioritize and delegate effectively.
• Must be a self-starter and driven with a proactive approach to problem-solving.
• Excellent communication and interpersonal skills, with the ability to build strong relationships with executives, colleagues, and vendors.
• Strong problem-solving skills and analytical abilities, with a data-driven approach to decision-making.
• Must be proficient with Google products and other relevant software applications.
• Preferred experience managing small IT infrastructure and vendor relationships.

The base pay for this role is expected to be between $153,000 - $207,000 in the New York City and San Francisco Bay Area. This expected base pay range is based on information at the time this post was generated. This role will also be eligible for other forms of compensation such as a performance linked bonus, equity, and a competitive benefits package. Actual compensation for a successful candidate will be determined based on a number of factors such as location, skillset, experience, qualifications and the level at which the candidate is hired.