Executive Assistant / Office Manager

Observeai in San Francisco, CA

Observe.AI is the leading conversation intelligence platform for boosting contact center performance. Built on the industry’s most accurate AI engine that analyzes 100% of interactions across channels, Observe.AI maximizes agent performance, pinpoints new revenue and coaching opportunities, and up-levels quality assurance and compliance.

Observe.AI ’s powerful workflow automation allows contact centers to apply meaningful insights and take action at speed and scale. The result is stronger business outcomes, such as better customer experience, higher revenue, and better retention.

Observe.AI is trusted by hundreds of customers and partners across industries – including Pearson, Accolade, Group 1 Automotive, and Public Storage – and is backed by Softbank Vision Fund 2, Zoom, Menlo Ventures, Scale Ventures, and Nexus Ventures. Observe.AI is headquartered in Redwood City, CA with offices in Bangalore, India.
If you are ambitious, make an impact wherever you go, and you're ready to shape the future of Observe.AI , we encourage you to apply. For more information, visit www.observe.ai .

Observe.AI is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. Observe AI does not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender identity, sexual orientation, disability, age, military or veteran status, or any other basis protected by applicable local, state, or federal laws or prohibited by Company policy. Observe.AI also strives for a healthy and safe workplace and strictly prohibits harassment of any kind. Pursuant to the San Francisco Fair Ordinance and other similar state laws and local ordinances, and its internal policy, Observe.AI will also consider for employment qualified applicants with arrest and conviction records. We welcome all people. We celebrate diversity of all kinds and are committed to creating an inclusive culture built on a foundation of respect for all individuals. We seek to hire, develop and retain talented people from all backgrounds. Individuals from non-traditional backgrounds, historically marginalized or underrepresented groups are strongly encouraged to apply.
    • Be the executive's right hand by attending important meetings, preparing agendas, taking notes, being an active participant and knowledgeable resource, while ensuring executive preparation and effectiveness.
    • Find new and efficient ways to create work processes to help maximize your executives' time, including weekly and quarterly reporting, goal-tracking, and team meetings.
    • Manage, protect, and maintain multiple executive’s sensitive and complex calendars.
    • Support with materials/content development for presentation decks
    • Maintain an advanced degree of confidentiality along with excellent judgment and discretion while effectively managing competing projects.
    • Foster relationships with cross-functional partners to help support team programs and goals.
    • Follow up on outstanding actions
    • Assist with special projects as needed
    • Main point of contact for the Redwood City office ensuring office and executive operations run smoothly.
    • Active presence in the office 3-5 days a week required.
    • Proactively engage with leadership and employees to anticipate office needs and workplace improvements.
    • Own the planning, budgets, preparation, and execution of team/company events, meetings, on-sites, as well as weekly office lunches.
    • Foster relationships with cross-functional partners to help support office programs and company initiatives.
    • Primary liaison between Observe.AI and support vendors, such as property management, catering, office supplies, etc.
    • Develop, implement, and improve safety/emergency services procedures and programs.
    • Assign and manage office key fob access and security.
    • Monitor office supplies inventory and purchase as needed, ensuring office and kitchen essentials are restocked, organized, cleaned, and ready for use.
    • Follow up on outstanding actions.
    • 4+ years of experience as an Executive Assistant, Administrative Business Partner, or similar role
    • Advanced proficiency with Google Suite, including Google Calendar, Docs, Sheets, Forms, and Slide, with a tendency to seek out technologies that optimize workflow
    • Strong communication, organizational skills, and ability to connect distributed teams across multiple geographic locations and time zones in a remote environment, ideally in a high growth, fast moving company
    • You consider yourself a true multi-tasker, are detail-oriented, and have strong problem-solving skills, with the ability to anticipate problems before they arise and craft creative solutions on the fly
    • You are hyper-organized and possess the ability to analyze and prioritize executive workflows, often using and interpreting data.
    • You are a team player and are ready to jump in to help all OAI employees needed.
    • Competitive compensation including equity
    • Excellent medical, dental, and vision insurance options
    • Flexible Time Off
    • Generous holiday and parental leave policies
    • 401K plan
    • Learning & Development fund to support you in your continuing education journey and professional development
    • Fun events to drive towards our culture supporting a community of Connect, Collaborate, Celebrate
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