Office Manager & Executive Assistant

Office Manager & Executive Assistant

We are looking for a highly organized proactive and resourceful Office Manager & Executive Assistant to support both our executive leadership team and the smooth day-to-day running of our office. This hybrid role is critical to ensuring our executives are set up for success each day while maintaining a welcoming efficient and well organized workplace for the broader team.

Youll manage executive calendars meetings travel and communications with the utmost attention to detail and confidentiality acting as a trusted partner who brings calm clarity and precision to the fast pace of executive life. At the same time youll be the heartbeat of the office overseeing operations ensuring the space is safe stocked and vibrant and fostering a connected and productive environment for our diverse dynamic team.

If you thrive on wearing multiple hats have a passion for supporting people and take pride in creating order and structure both in the office and at the executive level this role is for you.

Why join Tipalti

Tipalti is the AI-powered platform for finance automation elevating how finance teams operate in the global economy. We empower our customers to scale faster and smarter by removing the complexities of doing global business and accelerating their finance operations efficiency. Our platform provides a comprehensive suite of finance automation solutions designed for mid-market businesses across accounts payable global payouts procurement employee expenses corporate cards supplier management tax compliance and treasury. Tipalti partners with leading financial institutions such as Citi Wells Fargo J.P. Morgan and Visa enabling over 5000 global companies to efficiently and securely pay millions of suppliers and payees across 200 countries and territories in 120 currencies.

At Tipalti we pride ourselves on our collaborative culture the quality of our product and the capabilities of our people. Tipaltians are passionate about the work they do and keen to get the job done. Tipalti oers competitive benefits a flexible workplace career coaching and an environment where diverse individuals can thrive and make an impact. Our culture ensures everyone checks their egos at the door and stands ready to reach for success together.

Founded in Israel in 2010 Tipalti is a global business headquartered in the San Francisco Bay Area (Foster City) with offices in Tel Aviv Plano Toronto Vancouver London Amsterdam Tbilisi and Medellin.

In this role you will be responsible for:

• Provide high level administrative support to C-level executives anticipating needs and proactively managing day-to-day priorities.
• Manage complex ever-changing calendars including scheduling internal and external meetings across multiple time zones.
• Coordinate travel arrangements prepare itineraries and manage expense reports for executives.
• Partner with other Office Managers and operations staff to support company wide initiatives and events.
• Serve as the first point of contact greeting and assisting visitors and employees.
• Plan and coordinate office events and meetings from holiday celebrations to team offsites.
• Manage daily administrative tasks including mail sorting office supply inventory and equipment needs.
• Oversee vendor relationships and contracts (e.g. cleaning services maintenance food and beverage suppliers landlord).
• Maintain a clean safe and organized workspace ensuring Environmental Health & Safety (EHS) compliance where applicable.
• Administer office access and security systems including access card management.
• Oversee food and beverage programs ensuring the office remains stocked and inviting.
• Manage the desk reservation system and support space planning as needed.
• Act as the escalation point for facilities related issues proactively identifying and resolving problems before they impact the team.
• Anticipate the needs of the office and executives proactively removing roadblocks to ensure smooth operations.

About you

• Proven experience managing office operations for a team of 100 people and providing high-level executive support to senior leaders.
• Track record of managing complex multi-time-zone calendars coordinating travel and preparing executive level communications and materials.
• Strong organizational and time management skills you can juggle competing priorities without dropping the ball.
• Friendly approachable and service oriented with a natural ability to build trusted relationships at all levels.
• Self-starter who works independently with minimal supervision and takes initiative to anticipate needs.
• Calm under pressure and adaptable in a fast moving environment maintaining professionalism and discretion at all times.
• Comfortable managing vendor contracts coordinating external service providers and overseeing office facilities.
• Experience supporting EHS programs and facilities-related safety initiatives is a plus.
• Creative problem solver who proactively addresses issues before they escalate.
• Committed to fostering an inclusive productive and positive workplace culture.
• Skilled at planning and executing office events team offsites and executive meetings.
• Adept at handling administrative duties including mail sorting office supply management and equipment coordination.

Our benefits package includes:

• Competitive salary and stock options
• Matching 401K
• Extended benefits Employee Assistance Program life insurance AD&D LTD
• 15 days of PTO
• Free lunch on office days
• Fresh fruit snacks & drinks in office
• Dog friendly office on Thursdays
• Phone/internet allowance
• Regular company-wide social events
• Multiple ERG groups celebrating our diversity and creating an inclusive culture

Anticipated base pay rate for this position: $116550 -$129500 USD

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