linkedin
Senior Executive Assistant and Workplace Experience Manager
Climactic
Abu Dhabi, UAE
Full Time
Senior
Hybrid
Yesterday
Calendar ManagementTravel CoordinationOffice ManagementVendor ManagementEvent PlanningGoogle Workspace
Free
Job Fit Check
Base Career helps you apply smarter for this job.
?%
Ready to ScanKey skills for this role
Calendar ManagementTravel CoordinationOffice Management
About the Role
WeaveGrid is seeking a Senior Executive Assistant and Workplace Experience Manager to support the VP Policy and Marketing and manage the San Francisco headquarters. The role combines executive administrative support with office management responsibilities in a hybrid work environment.
Key Skills for This Role
Calendar ManagementTravel CoordinationOffice ManagementVendor ManagementEvent PlanningGoogle Workspace
Responsibilities
- Provide administrative and operational support to the VP, including calendar management, travel coordination, meeting preparation, expense support, and follow up tracking
- Prioritize meeting requests and ensure preparatory materials are completed on time and sufficiently
- Implement a framework based on best practices for the executive time, including preserving focus time and strategic time
- Coordinate events and travel on behalf of the VP, including client and stakeholder meetings, and conferences
- Handle last minute changes and troubleshoot travel issues, real time
- Prepare travel memos to ensure seamless logistics and preparation for the VP
- Attend certain meetings to support agendas, logistics, notes, and action item tracking
- Build relationships with the leadership team and across the organization
- Lead special projects at the VP's discretion
- Oversee day to day office operations to ensure smooth operations for San Francisco employees
- Manage office vendor relationships
- Plan and execute office events, onsites, meals
Requirements
- 5+ years of experience as an Executive Assistant supporting senior leaders (VP level or above), ideally including experience at a fast growing startup
- 2+ years experience owning office management, facilities, or workplace experience
- Exceptional organizational skills and attention to detail
- Excellent written and verbal communication skills
- A proactive, no task too small mindset and high degree of ownership
- Proficiency with Google Workspace, Slack, and travel/expense platforms (e.g., Ramp, Navan, Expensify)
Full Job Posting
About The Job
- The Senior Executive Assistant and Workplace Experience Manager will play a critical role supporting WeaveGrid’s leadership and offices in San Francisco.
- The role will initially support the VP Policy and Marketing and be responsible for fully managing the company’s headquarters in San Francisco.
- This role is expected to work from WeaveGrid's San Francisco office 4 days per week.
Executive Assistant Responsibilities
- Provide administrative and operational support to the VP, including calendar management, travel coordination, meeting preparation, expense support, and follow up tracking.
- Prioritize meeting requests and ensure preparatory materials are completed on time and sufficiently.
- Implement a framework based on best practices for the executive time, including preserving focus time and strategic time, and ensuring time is available for critical tasks agreed with the VP.
- Coordinate events and travel on behalf of the VP, including client and stakeholder meetings, and conferences.
- Handle last minute changes and troubleshoot travel issues, real time.
- Prepare travel memos to ensure seamless logistics, and preparation for the VP.
- At the VP’s discretion, attend certain meetings to support agendas, logistics, notes, and action item tracking.
- Build relationships with the leadership team and across the organization.
- Lead special projects, at the VP’s discretion.
- Maintain utmost care and confidentiality with respect to sensitive information.
- Prioritize, multi task, and handle a continuously evolving environment.
- Ability and willingness to support at least one executive.
Office Management Responsibilities
- Oversee day to day office operations to ensure smooth operations for San Francisco employees.
- Directly manage an office porter providing office support, so long as the office porter continues to provide services to WeaveGrid.
- Execute a daily office checklist for opening and closing.
- Manage office vendor relationships.
- Oversee general office maintenance and coordinate with contractors and building management as needed, including AV and security, with support of WeaveGrid’s IT team.
- Manage the kitchen and office supply inventory.
- Check mail and packages.
- Manage the office telephone system and access, including answering the company telephone and facilitating guest arrivals and departures.
- Plan and execute office events, onsites, meals.
- Coordinate IT setup for company events.
- Ensure compliance with safety protocols.
- Manage office budget.
About You
- 5+ years of experience as an Executive Assistant supporting senior leaders (VP level or above), ideally including experience at a fast growing startup.
- 2+ years experience owning office management, facilities, or workplace experience — you're just as comfortable negotiating a vendor contract as you are managing an executive's calendar.
- Exceptional organizational skills and attention to detail, with a track record of managing competing priorities and shifting deadlines without letting anything fall through the cracks.
- Excellent written and verbal communication skills, with the judgment and polish to represent the VP and WeaveGrid when interfacing with external partners, clients, and senior leaders.
- A proactive, no task too small mindset and high degree of ownership — you take initiative to solve problems before being asked, whether that's a scheduling conflict or a broken dishwasher.
- Proficiency with Google Workspace, Slack, and travel/expense platforms (e.g., Ramp, Navan, Expensify), along with familiarity with basic office/facilities systems (optional).
Compensation
- Base salary range of $105,000 $129,000 plus equity (stock options) and benefits.
Apply for this job in 1 click
Skip the repetitive application forms
Install the Base Career Chrome Extension and autofill job applications across major job boards with your profile.
Trusted by over 500,000 job seekers on Base Career