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Flam · 1 day ago

Office Assistant

San Francisco Bay Area

Full-time

Onsite

Entry, Mid Level

$50K/yr - $60K/yr

2+ years exp

Flam is building AI Infrastructure for Brands in Immersive Advertising. They are seeking a highly organized and dependable Office Assistant & Executive Assistant to support day-to-day operations and executive-level administrative needs in their San Francisco office.

3D TechnologyArtificial Intelligence (AI)ContentDigital MediaMachine Learning

Responsibilities

Manage daily office operations to ensure a smooth, efficient, and welcoming workplace

Oversee office supplies, pantry items, and equipment; track inventory and coordinate replenishment

Coordinate with vendors and service providers (cleaning, IT, internet, utilities, repairs)

Handle mail, courier services, and deliveries

Ensure meeting rooms, workspaces, and common areas are well-maintained and functional

Provide direct administrative support to senior leadership (Founder/CEO/Leadership team as applicable)

Manage calendars, schedule meetings, and coordinate logistics across time zones

Assist with travel planning, itineraries, and expense tracking

Prepare and organize documents, presentations, and basic reports as needed

Handle confidential and sensitive information with discretion and professionalism

Act as a liaison between executives and internal/external stakeholders when required

Serve as the first point of contact for office-related and administrative queries

Greet and assist visitors, candidates, and partners professionally

Support onboarding logistics for new hires (workspace setup, access coordination)

Assist with scheduling interviews, internal meetings, and team events

Support internal events, team activities, and offsites

Take ownership of ad-hoc tasks in a fast-paced startup environment

Proactively identify ways to improve office efficiency and executive productivity

Qualification

Multitasking abilitiesOrganizational skillsTime-managementProductivity tools proficiencyVerbal communicationWritten communicationDiscretionAttention to detailReliabilityIndependent work