Executive Assistant

Job Overview:

UpLabs is seeking an Executive Assistant/ Office Manager to support members of our executive team. This role is a balancing act: managing the day-to-day tasks, leading all aspects of schedules, preparing for meetings, and coordinating events - in addition to higher-order work like handling sensitive information and relationships, taking on special projects, and solving problems of all magnitude. This is a highly visible position supporting our executive leadership and all aspects of our business.

Executive Assistant Duties

• Coordinate and manage heavy and complex schedules for two executives, including meetings, travel, and events.
• Act as a primary point of contact, managing correspondence, and handling inquiries with professionalism.
• Prepare agendas, materials, and follow-up actions for meetings; take detailed notes and ensure timely execution of deliverables.
• Plan and book travel arrangements, including flights, accommodations, and itineraries, ensuring efficiency and accuracy.
• Handle sensitive information with discretion and maintain the highest level of confidentiality.
• Identify and implement ways to enhance productivity and streamline processes across executive and office management functions.
• Provide occasional administrative support to other team members as needed, ensuring seamless office collaboration.

Office Manager Duties

• Oversee daily office operations, including maintaining supplies, managing vendor relationships, and ensuring a well-functioning workspace.
• Organize internal and external events such as team meetings, client gatherings, and special projects.
• Manage office budgets, including tracking expenses and negotiating contracts with vendors.
• Serve as a liaison with building management to ensure compliance with office policies and procedures.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• 10+ years of experience in an executive assistant or executive support role, preferably in a professional services or venture capital environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Slack).
• Exceptional organizational and multitasking abilities.
• Strong problem-solving skills and a proactive, can-do attitude.

UP.Labs Summary:

We build high-growth technology startups that enable faster, cleaner, and safer movement of people and goods. Our vision is to transform the moving world by pairing leading corporations and entrepreneurs with a proven methodology for launching and scaling software and hardware companies.

Our platform is unique in three ways:

1. Risk: We reward our entire team and ecosystem of partners with meaningful equity
2. Technology: We build and launch scalable technology products that form the basis for each venture
3. Industry Focus: We stay focused on the underlying fabric of society mobility and transportation

We work with corporate investors over a multi-year period to launch a portfolio of mobility-focused ventures. Our team is dedicated to the first year of a new venture's life cycle: from ideation to minimum viable product build (and beyond) to recruiting and hiring the full-time team who will scale the business. We rapidly ideate concepts from scratch and vet them for early indicators of product-market fit.

Location: San Francisco Bay Area, CA

Hybrid Work Environment: onsite Monday-Thursday, remote Friday