Job Description

Eightfold was founded with a vision to solve for employment in our society. For decades, the connection between individuals and opportunities has been based on who they are and their network's strength vs. their potential. Eightfold leverages artificial intelligence to transform how to think about skills and capabilities for individuals and how jobs and career decisions are made. Eightfold offers the industry’s first AI-powered Talent Intelligence Platform to transform how organizations plan, hire, develop and retain a diverse workforce, enabling individuals to transform their careers.
To date, Eightfold AI has received more than $410 million in funding and a valuation of over $2B from leading investors to further our mission of finding the right career for everyone in the world. If you are passionate about solving one of the most fundamental challenges of our society - employment, working on hard business problems, and being part of an amazing growth story - Eightfold is the place to be!

About the Team

Join our dynamic and fast-paced team to lead our Executive and Office Administration function on a global scale. You will work closely with the C-suite and manage a dedicated team of Executive Assistants and Office Managers to ensure seamless operations and top-tier support for our executives. As part of our leadership team, you will play a pivotal role in enhancing our administrative functions and optimizing office management across all locations.

About the Role

As the Manager of Executive and Office Administration, you will oversee the comprehensive administrative functions of our company. Your primary responsibilities will include providing executive administrative support to three key executives, managing a small team of EAs and Office Managers, and ensuring the efficient operation of our office facilities, particularly our HQ in Santa Clara. You will play a crucial role in maintaining an organized, welcoming, and hospitable work environment, and ensuring our executives receive the necessary support. This is a in-office position (5 days a week in our Santa Clara HQ office).

Responsibilities:

Executive Administrative Support:

Provide calendar management, travel support, expense reporting, and event management/logistics for three key executives, including the Co-CEO and Co-Founder.
Prepare and organize documents, presentations, and reports for executive meetings.
Handle confidential information with discretion and professionalism.

Team and Office Management:

Lead and manage a small global team of Executive Assistants and Office Managers.
Ensure EAs provide consistent and effective support to executives.
Oversee the recruitment, training, and performance evaluation of team members.
Foster a collaborative and supportive team environment.
Identify and implement opportunities for process and office management improvement.
Plan company events, department outings, HQ events, meetings, and conferences.
Manage office staff to:
Oversee day-to-day office operations at our HQ in Santa Clara ensuring a clean, organized, and welcoming environment.
Maintain a safe and secure working environment, adhering to company compliance requirements and HR policies.
Field and address employee requests related to office operations.
Provide support for internal and external visitors, including onsite/offsite logistics.
Support company events, department outings, HQ events, meetings, and conferences.
Manage the annual budget for facilities and events.
Manage vendor and service provider relationships, including contract and price negotiations.

Qualifications

5+ years experience in C-suite administrative experience assisting multiple executives, ideally with some time at a start-up
5+ years experience in office administration and management
Demonstrated experience in mentoring, coaching, and managing a team to ensure efficient workflow and exceptional support
A genuinely positive person
Expert in Google Apps, especially Google Calendar, and Microsoft Office
Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
Extraordinary meticulousness and attention to detail
Natural relationship builder and collaborator
Flexibility and adaptability, including the ability to be responsive outside of regular business hours
Excellent communication skills, both written and verbal
Uncompromising trustworthiness and impeccable judgment about what information can and cannot be shared, as well as how best to prioritize and optimize time commitments
Service-oriented and not above rolling up your sleeves to solve problems across the company
Ability to anticipate challenges before they arise and are known as a master organizer and sounding board. Your executive leadership often calls on you to get things done
You are resilient, thrive in a fast-paced environment, and enjoy supporting a rapidly growing & changing organization

We are a team of self-starters who excel in their fields. We believe in giving you responsibility, not a task. We want you to have ownership and pride in your work and see your work's positive impact on your colleagues, our customers, and the world. We believe in providing transparency and support so you can do the best work of your career.
 
Eightfold.ai provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, or disability. 
Experience our comprehensive benefits with family medical, vision and dental coverage, a competitive base salary, and eligibility for equity awards and discretionary bonuses or commissions.
*Please note this role is categorized as an in office position in Santa Clara, CA. The base salary ranges below are provided for pay transparency. Base pay is only one piece of our total compensation package as this role may be eligible for bonuses and equity awards. Compensation varies depending on a number of factors including qualifications, skills, competencies, and experience. Zones are determined by location.