Executive Assistant / Office Manager

Whether you're preparing the office for the team, coordinating an offsite, organizing leadership travel, or helping resolve a customer issue, you'll play an important role in creating a thoughtful experience for employees, leaders, and customers. Named the #1 Best Workplace in Washington State in 2022, recognized as a ClearlyRated Best of Staffing firm, and identified as a top recruitment firm by multiple business journals, Rainier Recruiting is fast becoming a respected company.

Location: Seattle, WA (hybrid, 3-4 days a week in office in Downtown Seattle) ·

Compensation: $100,000–$130,000 base salary, plus company equity. We'll walk you through the full structure in process.

About Us

We're building an agentic, AI-native consumer product that will be used by millions of people to make complex, high-consideration purchases online. Today's tools for these kinds of decisions are fragmented, transactional, and introduce friction at every step. We exist to know our users deeply, shoulder that complexity, and apply real judgment on their behalf, so these moments become more personal and more valuable over time.

We're a small, senior founding team preparing for our first public release, backed by one of the world's largest consumer companies.

About the role

The role helps make our company run, and feel, exceptional.

You'll own the day-to-day workplace experience, support company leaders with the administrative details that keep them focused, and contribute to select customer and operational projects as we prepare to launch.

This is a hands-on role for someone who anticipates needs, creates structure where it doesn't yet exist, and takes genuine pride in the details. Whether you're preparing the office for the team, coordinating an offsite, organizing leadership travel, or helping resolve a customer issue, you'll play an important role in creating a thoughtful experience for employees, leaders, and customers.

What you'll own

Workplace and team operations

• Manage the Seattle office experience end to end, including workspace setup, supplies, vendors, maintenance, access, and everyday office needs.
• Make sure the office is consistently organized, functional, welcoming, and ready for employees, candidates, visitors, and company leaders.
• Coordinate hybrid and remote-work needs so team members have the tools, information, and support they need to work effectively.
• Plan and execute team offsites, leadership meetings, company gatherings, and events that are thoughtful, organized, and enjoyable.
• Manage relationships with workplace vendors and service providers, including communication, scheduling, issue resolution, and invoice coordination.
• Build simple, repeatable workplace processes and documentation that can scale as the company grows.
• Identify and address workplace issues before they affect the employee or visitor experience.

Leadership and administrative support

• Provide dependable administrative and operational support to designated company leaders.
• Coordinate calendars, meetings, travel, meeting preparation, and follow-up as needed.
• Anticipate scheduling conflicts, logistical challenges, and administrative needs before they reach leadership.
• Prepare meeting materials, organize information, and help make sure leaders have what they need to make decisions and move work forward.
• Support internal communications and company-wide operational updates.
• Coordinate executive and leadership visits, including schedules, meeting spaces, travel logistics, and the overall experience.
• Handle sensitive information, relationships, and requests with excellent judgment, discretion, and confidentiality.
• Take operational complexity off leadership's plate so they can stay focused on building the company.

Customer operations and special projects

• Support select customer workflows as we prepare to launch and scale.
• Assist with bookings, purchase optimizations, and other customer-facing processes where human judgment or care is needed.
• Review transaction details, complete processes, and resolve exceptions or edge cases that cannot yet be handled through automation.
• Make sure customer-facing outcomes reflect our standards for accuracy, thoughtfulness, and hospitality.
• Document recurring issues, customer needs, failure points, and opportunities for improvement.
• Share clear feedback and insights with the product and operations teams so the customer experience continues to improve.
• Take on additional operational projects based on the company's priorities and evolving needs.

What we're looking for

• Experience in workplace operations, office management, executive support, hospitality, customer operations, or a related role.
• Strong organizational and project coordination skills, with the ability to manage multiple priorities without losing important details.
• Experience supporting senior leaders and handling confidential or sensitive information.
• Excellent written and verbal communication skills, with a style that is clear, warm, and concise.
• Strong judgment and the ability to determine what to handle independently, what to escalate, and what requires additional context.
• A hospitality mindset and genuine care for how employees, visitors, leaders, and customers experience the company.
• Comfort creating structure and processes in an environment where there may not yet be a playbook.
• The ability to adapt as priorities and responsibilities change.
• Comfort using AI and modern workplace tools to organize work, solve problems, and improve processes.
• The ability and willingness to work regularly from our Seattle office.

How you operate

• You take ownership. You notice what needs to happen, take initiative, and follow through without waiting for detailed direction.
• You stay ahead of the details. You keep multiple workstreams moving and make sure important items don't fall through the cracks.
• You create thoughtful experiences. You understand that the small details shape how a workplace, meeting, event, or customer interaction feels.
• You're calm in ambiguity. You can bring order to changing priorities and operate effectively without a lot of scaffolding.
• You exercise sound judgment. You know when to act, when to ask, when to escalate, and when to handle something quietly.
• You communicate clearly. You are warm, direct, responsive, and easy to work with.
• You take pride in the work. You care about quality, and you know the last 5% often makes the biggest difference.

Nice to have

• Experience working at a startup or fast-growing company.
• Experience supporting founders, executives, or senior leadership teams.
• Experience in hospitality or another high-touch consumer service business.
• Experience planning company events, offsites, leadership meetings, or executive visits.
• Familiarity with bookings, reservations, or customer support workflows.
• Experience building workplace or administrative processes from the ground up.

How we work

• Company of founders. Everyone operates like an owner. We value high autonomy, high accountability, and people who take initiative.
• Velocity with judgment. We move quickly and make thoughtful decisions. Speed matters, but so does quality.
• Pride in the work. Craft matters. We care about the experience we create and hold ourselves to a high bar.
• AI-native. AI is part of the daily workflow for every role, including this one.
• Better together. We are a Seattle-based team and value regular time working together in person.

Who is Rainier Recruiting

Rainier Recruiting is a boutique, award winning national staffing agency and executive search firm. Using an approach that “treats every candidate like an executive search”, we offer positions in contract-to-hire, Full-Time, and executive search. Named the #1 Best Workplace in Washington State in 2022, recognized as a ClearlyRated Best of Staffing firm, and identified as a top recruitment firm by multiple business journals, Rainier Recruiting is fast becoming a respected company. We are no longer the “best recruiters you have never heard of”. Rainier Recruiting is also proud to share our clients have a 93% repeat business rate. Rainier Recruiting is an equal opportunity employer and service provider and does not discriminate on the basis of race, religion, gender, gender identity, national origin, citizenship status, sexual orientation, disability, political affiliation or belief, or any other protected class. We are committed to the principles of Equal Opportunity Employment and are dedicated to making employment decisions based on merit and value, for ourselves, our client companies, and for the candidates we represent. We engage in socially conscious business practices and believe that diverse, equitable, inclusive, and non-biased talent and recruitment processes are foundational to the success of every organization that we partner with.