Executive Assistant and Office Manager

Operant is seeking an executive assistant and office manager to support our founding team and physical office presence in San Francisco’s Jackson Square.

The Executive Assistant to the Founders will provide administrative, logistical, and project-related support to the CEO, CTO, and CMO, ensuring the efficient operation of the executive office and supporting the in-person office management in our San Francisco Jackson Square space. Operant is a fast-paced Series A startup in ultra-growth mode, in the heart of AI & Cybersecurity, in an office in the middle of San Francisco’s AI tech boom.

The ideal candidate will be proactive, organized, and able to handle various tasks ranging from: ongoing scheduling (and shuffling of schedules based on prioritization between customers, investors, partners, and vendors), meeting prep (dossiers, research, physical setup of office/event spaces), recruiting support, being a point person with our HR and accounting firms, interacting with building management, and other tasks that need to be handled with professionalism and discretion, sometimes at a moment’s notice. This individual must work on-site in our San Francisco office one to two days per week and more often when projects/customers/events require it. Experience in a similar role at a successful Series A/B startup is a strong plus.

Who We Are:

We’re in business to secure the modern world. Operant’s unique technology solves several of the biggest problems in modern cybersecurity - including the most urgent and critical use cases in securing Agentic AI, MCP, and Gen AI applications - all with an implementation that is so easy that many customers don’t believe that it could possibly be true until they see it in action. As a leader in the AI and MCP security space, we have already been named as a vendor in four Gartner reports in the last year, including the iconic Market Guide for AI Trust, Risk, and Security Management (AI TRiSM), How to Secure Custom-Built Agents, Gartner’s market guide for API Protection and Kubernetes Runtime Security as well as Forrester’s Zero Trust landscape.

‍Responsibilities:

• Administrative Support:
• Manage executives’ complex calendars, including scheduling meetings, travel arrangements, and prioritizing commitments in collaboration with the executives.
• Prepare the CEO, CMO, and CTO for meetings, providing necessary materials and briefings.
• Handle domestic and international travel arrangements, including booking flights, accommodations, and transportation.
• Operate with efficiency, clarity, detail orientation, and a sense of urgency.
• Be available during business hours to coordinate last-minute meetings, escort visitors, and navigate changing needs.
• Handle expense reports, budgets, and other financial documentation.
• Prepare and edit documents, reports, and presentations.
• Meeting Coordination:
• Arrange and coordinate executive meetings, including preparing agendas, taking minutes, and following up on action items.
• Organize logistics for board meetings, including managing complex scheduling requirements for participants.
• Schedule and coordinate logistics for CEO, CTO, and CMO presence at conferences and special events, both on-site and off-site.
• Communication:
• Serve as a gracious and diplomatic point of contact between the executive team and internal/external stakeholders.
• Facilitate communication within the executive team and across departments.
• Handle sensitive and confidential information and operate with a high degree of discretion at all times.
• Physical Office Management:
• Serve as a point of contact for building management in San Francisco
• Make sure building services are operating properly and that the office is maintained in clean, professional condition
• Inform the executive team of issues relating to the physical space and coordinate with vendors to fix any issues.
• Coordinate IT needs for important hybrid meetings, making sure that the physical office is connected and the spaces are appropriate for important meetings
• Greet guests, employees, customers, and vendors, serving as a representative of the company and brand
• Cultural Ambassador:
• Embody and promote company values and culture.
• Facilitate team-building activities and company events such as all-hands and team offsites.
• Help maintain positive relationships with key partners and stakeholders.

‍Qualifications:

• Education: Bachelor’s degree.
• Experience: 5+ years of experience in an executive assistant role in a demanding and fast-paced startup environment, or the willingness to very quickly become world class in this area.
• Skills:
• Excellent organizational and time management skills.
• Strong attention to detail.
• Experience working on cross-functional teams with the ability to communicate effectively through written and verbal communications, including synchronous interactions with others.
• Excellent documentation skills, with extreme comfort using spreadsheets, Google docs, and similar software to create plans, dossiers, itineraries, travel budget breakdowns, expense reports, event planning project management tracks, and similar.
• Ability to handle confidential information with discretion.
• Ability to work in a fast-paced hybrid environment and handle stress appropriately
• Ability to solve practical problems and be sufficiently adaptable to handle dynamic situations with little advance notice.
• Additional Requirements:
• Flexibility to work outside standard business hours when necessary.
• Willingness to travel domestically and internationally (up to 10-15% of the time).
• Ability to maintain composure under pressure.
• Cultural awareness and sensitivity, given the global nature of the company.
• Personal Attributes:
• High level of integrity and ethical standards.
• Ability to work independently and as part of a team.
• Strong interpersonal skills and the ability to build relationships with stakeholders.

Work Hours & Location:

• This role requires a physical presence in our San Francisco Jackson Square office on average 2 days per week, with flexibility to do remote work the rest of the week.
• This position will require you to be available during core PST business hours (9am-6pm) and to adjust schedules occasionally based on customer and business needs including business travel, client meeting/call schedules, and team off-sites.

What you can expect from us:

Operant is an equal opportunity workplace where you will find an open and supportive environment to share your thoughts and ideas, while enabling you to springboard your career in a high-growth, high-energy startup.

‍Benefits:

• Medical, dental and vision insurance
• Life insurance
• 401k
• Paid holidays
• Generous PTO
• Stock options