Office Manager / Executive Assistant

About the Role

We’re looking for a highly organized and reliable Executive Assistant to support 3–4 of our senior executives and keep our offices running smoothly. This role will focus on scheduling and calendar management and will also have responsibility for office administration and operations support. This role is central to executive effectiveness as well as office management. You’ll be the go-to person for making sure our executives’ time is well-managed and you will be central to creating a smooth, welcoming, and highly functional workplace. You will be a trusted partner to the executives and the rest of the company. You’ll take pride in the space, own the day-to-day office experience, and ensure the office runs seamlessly for employees and visitors alike. This is a highly visible, hands-on role that blends organization, hospitality, and operational excellence. Character.AI empowers people to connect, learn and tell stories through interactive entertainment. Over 20 million people visit Character.AI every month, using our technology to supercharge their creativity and imagination. Our platform lets users engage with tens of millions of characters, enjoy unlimited conversations, and embark on infinite adventures. In just two years, we achieved unicorn status and were honored as Google Play's AI App of the Year—a testament to our innovative technology and visionary approach. Join us and be a part of establishing this new entertainment paradigm while shaping the future of Consumer AI!

Responsibilities

• Executive Assistance
• Manage advanced calendars and scheduling needs for multiple executives across time zones , working through scheduling roadblocks while optimizing for the needs and priorities of the business.
• Coordinate internal and external meetings, including booking conference rooms, preparing agendas, and arranging logistics.
• Submit and maintain expense reports.
• In collaboration with others, coordinate special projects including: travel week, team building activities, and all-staff meetings.
• Attend staff meetings and capture key outcomes and actions
• Office Administration
• Ensure the office is well-stocked and running smoothly, including kitchen supplies and other essentials.
• Develop and maintain food programs, ensuring a variety of meals, snacks, and more are provided within budget.
• Coordinate lunch orders and catering for meetings and team events as needed.
• Manage relationships with vendors and service providers (e.g., facilities, repairs, deliveries).
• Oversee day-to-day office operations and help troubleshoot issues quickly when things break.
• Proactively communicate office updates, including maintenance schedules, outages, and other relevant information.
• Create a workplace environment that encourages employees to enjoy their time in the office.

Requirements

• An experienced Executive Assistant who has worked in an administrative role for 3-5 years, ideally in a high-growth or fast-changing environment; experience supporting multiple executives is a plus.
• You enjoy being onsite and take pride in creating clean, organized, and welcoming spaces.
• You have an esthetic eye and can identify ways to improve the office environment in alignment with our culture and company goals.
• Strong organizational and time-management skills with sharp attention to detail.
• Comfort juggling multiple priorities and keeping things moving with minimal oversight.
• Excellent communication skills — clear, professional, and responsive.
• Calm under pressure, highly organized, and decisive about priorities; able to manage both proactive planning and reactive needs.
• Tech-savvy with tools like Google Workspace, Zoom, Slack, and calendar management systems.
• Positive, proactive, and dependable — you take pride in keeping people and spaces organized.