Executive Assistant and Office Administrator at Tempo Innovations in San Diego, California, United States

Job description

• We are seeking a resourceful and highly organized Executive Assistant and Office Administrator to join our rapidly growing startup. As we develop cutting-edge products for our thermochemical energy storage systems in our engineering and research facilities, we need someone who can keep our leadership team and our day-to-day operations running smoothly. This is a vital, multi-faceted role. You will serve as the administrative engine for our leadership team while also owning the systems that keep our office running and serving as the face of the company at the front desk. The ideal candidate is equally comfortable managing complex international travel, scheduling high-priority meetings, and making a strong first impression on investors, board members, and candidates walking through the door.

Responsibilities

• Executive Support
• Provide direct administrative support to the leadership team, including managing calendars, proactively scheduling internal and external meetings, and resolving scheduling conflicts with sound judgment on priorities.
• Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
• Support board and investor logistics, including meeting preparation, materials coordination, and visitor arrangements.
• Handle sensitive and confidential information with consistent discretion.
• Coordinate meeting logistics, including physical and virtual room booking and required technology.
• Front Desk and Hospitality
• Serve as the primary point of contact for all visitors and deliveries, maintaining a professional, organized, and welcoming reception area while directing guests to the appropriate host.
• Own the ordering and coordination of catering for office lunches, team events, board meetings, and daily executive meal orders.
• Maintain mailroom duties, receiving and sending office related mail and packages that are G&A related. This does not pertain to production or manufacturing.
• Office and Facilities
• Keep the office and breakroom fully stocked by proactively monitoring and ordering office supplies, snacks, coffee, and beverages while ensuring cost-effective purchasing.
• Act as the main point of contact for our cleaning crew and other facility vendors to ensure the office and common spaces are maintained to a high standard.
• Oversee maintenance for all office equipment, including printers and copiers.
• Maintain storage room cleanliness and ensure general office supplies are always accessible to employees.
• Assist with company events and team building, taking ownership of the process from start to finish once kicked off by tracking budget, logistics, and other critical moving pieces.

Requirements

• 3+ years of experience as an executive assistant or in a senior administrative role, preferably within a startup or technical environment.
• Demonstrated experience managing executive calendars and coordinating complex domestic and international travel.
• Proven ability to manage a busy front desk while staying focused on detailed administrative work.
• Sound judgment and consistent discretion when handling confidential information.
• Strong organizational skills with high attention to detail across scheduling, inventory management, and office upkeep.
• Excellent verbal and written communication skills with the ability to interact professionally with investors, board members, and staff.
• High proficiency in Google Workspace, Microsoft Office Suite, and Slack, with experience using cloud-based platforms and services.
• A self-starter who identifies needs before they become problems and works well with minimal supervision.
• Ability to lift up to 25 lbs.
• Bachelor’s degree in Business Administration or a related field preferred.

Skills

Required

• Resourceful and highly organized
• Managing executive calendars
• Managing a busy front desk
• Strong organizational skills
• High attention to detail
• Self-starter
• Ability to lift up to 25 lbs.

Benefits

• The US base salary range for this full-time position is $68,000 to $82,000 + equity and benefits. Our salary ranges are determined by role, level, and location. Within the range, individual pay is determined by additional factors, including job-related skills, experience, location, and relevant education or training.
• Please note that the compensation details listed in US role postings reflect the base salary only, and do not include equity or benefits.