Provide administrative support to the Executive Director at Ford, ensuring effective communication and organization. Manage calendars, travel, and meetings for executive efficiency.
About the role
- Executive Assistant & Office Experience Associate at Valence, managing executive support and office operations. Join a fast-paced AI coaching company transforming enterprise learning and development.
Responsibilities
- Own complex calendar management for senior leaders across multiple time zones — prioritizing competing demands, protecting deep work time, and staying three steps ahead
- Coordinate domestic and international travel — flights, hotels, ground transport, itineraries — end to end, no gaps
- Draft and manage communications, briefing materials, and meeting prep on behalf of executives
- Track and process expense reports, invoices, and reimbursements accurately and on time
- Anticipate needs before they're voiced; flag conflicts, follow up on open items, and keep everyone moving
- Support broader team/event logistics as needed (e.g., room blocks, vendor coordination) — with clear prioritization and alignment on what the team should self-serve vs. what you own
- Serve as a main point of contact for visitors, candidates, and guests — setting the tone for a world-class experience across both our NY and global offices
- Own the day-to-day office environment: supplies, snacks, equipment, vendor relationships, and overall vibe
- Coordinate logistics for team events, offsites, board visits, and candidate on-sites
- Partner with People and IT on new hire onboarding — desk setup, swag, access, and first-day experience
- Identify and solve gaps in office operations before they become problems
- Take ownership of ambiguous, cross-functional support work that “just needs to get done” — from discovery to execution (often without a clear playbook)
- Coordinate with vendors and external partners to resolve operational blockers (e.g., calling providers, troubleshooting account issues, escalating until solved)
- Maintain key operational records and documentation (e.g., software/vendor contract records, shared drives, internal directories)
- Keep company information up to date across systems (e.g., addresses, payment methods, account access)
- Build and maintain calendars/visibility into executive and team travel and key moments
- Support team community and culture logistics (e.g., helping teams plan social events)
Requirements
- 3–5 years in an EA, office management, or operations support role — ideally in a fast-paced startup or tech environment
- Obsessive attention to detail with a track record of nothing falling through the cracks
- Discretion and professionalism with sensitive information and executive access
- Strong written communication — you write clearly and can represent an exec's voice when needed
- Highly proficient with Google Workspace (Calendar, Gmail, Drive), Slack, and Zoom; comfortable picking up new tools fast
- Low ego, high ownership — you take initiative, ask sharp questions, and don’t need to be told twice
- Comfort with ambiguity: able to operate with unclear priorities and incomplete instructions, proactively surface risks/trends, and drive solutions before problems arise
- Warmth and presence that elevates the room; people feel the office is in good hands when you're around
- Bonus: experience with Notion, tech tools (Ramp, Ashby, HiBob, Compt, etc.), or travel booking platforms
Benefits
- Competitive salary including base + bonuses
- Comprehensive health coverage (medical, dental, vision) from day one
- Generous PTO, company-wide R&R shutdowns, and paid parental leave
- Retirement plan support for US and global employees
- Meaningful ownership in a venture-backed company at a growth inflection point
- Top-up grants as we scale and you deliver exceptional performance — your compensation grows alongside your impact
- A culture built for top talent: intensity to win, growth without limits, and a team that solves hard problems and celebrates big wins together
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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