Executive Assistant & Office Manager

Overview: 

Fuel Cycle is seeking a proactive and highly organized Executive Assistant and Office Manager to support the CEO, Senior Leadership while overseeing administrative duties for our offices in Los Angeles, New York, and across global operations. In this pivotal role, you will manage complex meeting calendars, coordinate travel and accommodations, organize company events, and handle additional projects as needed. 

In addition to executive support, the Office Manager will play a key role in facilities operations and collaborate with the People Team to enhance our in-office and remote employee culture and experience. This includes ensuring smooth day-to-day office operations, fostering a welcoming and productive environment, and contributing to initiatives that strengthen employee engagement and satisfaction. 

The ideal candidate excels in providing high-quality administrative and clerical assistance to top-level executives, demonstrating exceptional organizational skills, strong communication abilities, and attention to detail. The role requires discretion and sound judgment in handling sensitive and confidential information, as well as a self-motivated, hands-on approach to solving problems independently. This demanding, fast-paced role is perfect for a resourceful and flexible professional who thrives under pressure and can successfully manage diverse responsibilities simultaneously. 

Fuel Cycle is regularly recognized as a great place to work. Our recent awards include 2024 Built In Best Places to Work, 2023 Inc Best Workplaces, as well as Comparably Best CEO, Best Company for Women, and Best Company for Diversity. Learn more about our Culture & Values here.  

Key Responsibilities: 

Executive Support 

• Manage complex calendars and schedules for the CEO and Senior Leaders, ensuring alignment with priorities. 

• Coordinate executive travel, including flights, accommodations, and detailed itineraries. 

• Act as the primary point of contact among executives, employees, and external partners, clients, and vendors. 

• Prepare and organize materials for leadership meetings, including presentations for Company All Hands and Board of Directors. 

• Perform an extensive array of administrative tasks, including drafting correspondence and responding to emails on behalf of executives. 

Office Management and Facilities Operations 

• Be the first impression at Fuel Cycle headquarters: greet visitors, route them to appropriate colleagues or meeting rooms, and respond to basic IT requests, ensuring every interaction reflects the Fuel Cycle magic. 

• Own all aspects of office facilities and operations, including budgeting, managing food and beverage supplies, overseeing janitorial services, and stocking kitchens and supply closets. 

• Liaise with building management, manage mail distribution, and address office maintenance needs. 

• Develop and implement office policies and processes in partnership with HR to maintain a seamless and efficient operation. 

Event and Employee Experience Management 

• Plan and execute a wide range of events, from weekly in-office gatherings to the Executive & Team Summits. 

• Organize employee engagement activities, including monthly staff events, recurring milestone celebrations, and other culture-building initiatives. 

• Run errands and oversee local event logistics; occasional evening event coverage may be required. 

Administrative and Communication Duties 

• Manage and coordinate companywide communication emails, ensuring timely and clear updates. 

• Prepare and edit presentations, reports, and meeting agendas for the Leadership Team and Board of Directors. 

• Respond to ad hoc requests, including shipping, ordering supplies, and assisting with departmental projects such as recruiting and onboarding coordination. 

• Handle confidential and sensitive information with utmost discretion and professionalism. 

Employee Workplace Experience 

• Ensure a welcoming and supportive environment for employees and visitors, fostering a positive first impression. 

• Maintain a high standard for the day-to-day workplace experience by addressing employee needs and ensuring the office runs efficiently. 

• Collaborate with the People Team to enhance the workplace experience for in-office and remote employees. 

Collaboration and Problem-Solving 

• Serve as a hands-on partner to cross-functional teams, assisting with HR projects and operational initiatives. 

• Take initiative to address challenges and proactively implement solutions with minimal direction. 

Your Success Metrics: 

• Office Operations Efficiency: Ensure 95% of facility and operational requests (e.g., maintenance, supply orders, IT issues) are resolved within 24 hours of receipt. 

• Event Success Metrics: Plan and execute 100% of company events (weekly in-office events, monthly staff activities, summits) within budget and with 90% or higher employee satisfaction ratings from post-event surveys. 

• Executive Calendar Management Accuracy: Maintain a 98% scheduling accuracy rate for executive calendars, avoiding conflicts or missed deadlines. 

• Employee Experience Improvement: Achieve a 10% increase in employee satisfaction with the remote and office environment as measured by semi-annual engagement surveys. 

Who you’ll work with? 

• CEO 

• Senior Director of People 

• The amazing employees and clients of Fuel Cycle 

Core Skills, Competencies & Attributes: 

• Organizational & Time Management Skills: Ability to manage complex schedules, prioritize tasks, and meet deadlines in a fast-paced environment. 

• Communication Skills: Strong verbal and written communication abilities to interact with executives, employees, and external partners professionally and effectively. 

• Problem-Solving and Decision-Making: Proactive in identifying and resolving challenges, and taking the initiative to drive improvements with minimal direction. 

• Discretion and Confidentiality: Demonstrated ability to handle sensitive and confidential information with integrity and trustworthiness. 

• Event Planning and Coordination: Expertise in organizing and executing events, from logistics to post-event evaluation. 

• Adaptability and Flexibility: Able to adjust quickly in a fast-paced, dynamic environment with shifting priorities and manage multiple demands efficiently. 

• Collaboration and Teamwork: Strong collaborator, skilled in working cross-functionally with different teams to ensure smooth office operations and positive employee experience. 

• Attention to Detail: Precision in handling tasks such as travel arrangements, meeting preparation, and office policy implementation. 

• Time Management and Efficiency: Ability to meet deadlines while maintaining quality, especially when juggling competing priorities. 

• Empathy and Professionalism: Strong interpersonal skills with a focus on respectful communication, empathy, and addressing diverse perspectives in the workplace. 

Role Details: 

• Location: 5 days in-office role based in West LA/Brentwood 90025. Candidates within 3-mile office radius will be prioritized. 

• Schedule: Monday through Friday, 8am-6pm PST with occasional evening event coverage. 

Required: 

• Experience: Minimum of 2 years in an administrative role supporting C-level executives and or as HR coordinator or admin. 

• Technical Proficiency: Skilled in Microsoft Office Suite and office-related technology, with the ability to learn new systems quickly. 

Preferred: 

• Education: A Bachelor’s degree is preferred. 

• Experience in a fast-paced, technology-focused environment. 

Benefits: 

• Health/Dental/Vision Insurance  

• 401k match 

• 15 Vacation Days + 7 Sick Days annually 

• 12 Holidays + 4 Synchronized Recharge Days  

• Parental Leave  

• Monthly Internet/Phone Stipend 

• All Team Perks: many including: DoorDash, Headspace & more  

• LA & NY HQ Perks: Free lunches, refreshments & snacks 

• Pet Friendly HQs   

This position pays between $60,000 – $75,000 base salary. Your final base salary will be determined based on location, work experience, skills, knowledge, education and/or certifications.   

About Fuel Cycle: 

Fuel Cycle accelerates decision intelligence for legendary brands. We achieve this by enabling organizations to capture, analyze, and act on insights required to launch new products, acquire customers, and gain market share. By leveraging the Research Engine, which powers leading insight communities, brands forge connections with their key audiences and harness actionable insights that drive confident business decisions. 

At Fuel Cycle, we embrace the values of diversity, equity, and inclusion and are committed to fostering an inclusive company culture. We believe that everyone, regardless of their background or identity, should have equal access to opportunities for growth and advancement. Our selection processes and career pathways are designed to be fair, transparent, and free from bias. We value the unique perspectives and contributions of each team member, knowing that this diverse range of experiences strengthens our team. Fuel Cycle stands firmly against discrimination based on disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other protected status under the law. 

Fuel Cycle is an equal opportunity employer and fully comply with the Americans with Disabilities Act (ADA). We will provide reasonable accommodations for qualified applicants and employees with disabilities, as needed, to enable them to perform the essential functions of their job and participate in the application and interview process. If you require accommodations during any part of the application process, please contact us at hr@fuelcycle.com to discuss your needs.