Executive Assistant/Office Manager

Job Description We are looking for a highly organized Executive Assistant & Office Manager to support our leadership team and oversee the day-to-day operations of our Palo Alto office. This role combines executive-level administrative support with hands-on office management responsibilities and requires strong attention to detail, professionalism, and comfort working in a fast-paced startup environment.

• Manage complex calendars for 3+ executives
• Schedule meetings across multiple time zones and resolve conflicts
• Coordinate executive travel (flights, hotels, itineraries)
• Prepare meeting logistics (rooms, VC, materials)
• Support leadership, board, and investor meetings
• Act as primary point of contact for Palo Alto office
• Greet visitors, candidates, and partners
• Coordinate food orders, catering, and team lunches
• Manage office vendors, building management, and service providers
• Order and maintain office supplies and equipment
• Handle deliveries and general office logistics
• Coordinate team events, office gatherings, and offsites
• Maintain an organized, welcoming, and productive office environment
• Support ad hoc operational needs for leadership and the broader team We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day.

We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.

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https://insightglobal.com/workforce-privacy-policy/. Skills and Requirements

• 5+ years experience as an Executive Assistant, Office Manager, or similar
• Experience supporting senior leaders
• Strong calendar management and organizational skills
• Excellent communication and interpersonal skills
• Ability to manage multiple priorities in a fast-paced environment
• Comfortable working in-person in Palo Alto 3+ days per week
• Startup experience
• Experience supporting multiple executives simultaneously
• Event planning or office operations ownership
• Prior experience with board or investor meetings