Executive Assistant and Office Manager

Pivotal is the leader in the emerging market of electric Vertical Takeoff and Landing (eVTOL) aircraft. We design, develop, and manufacture light eVTOL aircraft and are renowned for the BlackFly, the first light eVTOL to fly manned missions and enter the consumer market.

Efficient, compact, and simple, Pivotal vehicles are designed for a wide range of consumer, public service, and defense applications. Our distinctive tilt-aircraft architecture and scalable platform have been in development, preparing to enter the market for over 10 years. We recently announced our next-generation aircraft, the Helix, planned for general release and scalable production in early 2025.

Mobility is one of the most highly-valued areas of technology investment today. This is the right company, in the right space, the right strategy, at the right time. We invite you to join our amazing team and grow with us.

The Executive Assistant and Office Manager will play a crucial role in supporting the executive team and ensuring the smooth functioning of our office operations. This is a dynamic position that requires a proactive and detail-oriented individual with exceptional communication and organizational skills. The successful candidate will be responsible for managing executive calendars, coordinating meetings, handling administrative tasks, and overseeing general office operations. This position will be on-site in our Palo Alto office Monday through Friday.

Responsibilites

Executive Support:

Manage and maintain executive calendars, scheduling appointments, meetings, and travel arrangements. Priority is CEO / CFO.

Prepare and coordinate meeting materials, agendas, and follow-up actions as necessary.

Assist in preparing and processing expense reports, purchase orders, and invoices.

Coordinate and schedule Board of Directors meetings, subcommittees, including managing meeting logistics and recording detailed minutes.

Manages confidential files, records, and documents including all Board material

Handle sensitive and confidential information with utmost professionalism and discretion.

Administrative Support:

Coordinate and prepare meeting material for company meetings including all hands, manager meetings, operations review, etc.

Schedule and coordinate interviewing of candidates.

Organize office events such as holiday parties and visitor meetings.

Support cross-functional projects and initiatives as assigned.

Office Management:

Oversee day-to-day office operations, including managing reception duties, greeting visitors, and handling inquiries.

Maintain office cleanliness, orderliness, and functionality.

Collaborate with vendors, service providers, and building management to ensure smooth operations.

Monitor and order office supplies and food / drinks to ensure the office is well-stocked.

Implement and maintain office policies, procedures, and systems.

Qualifications

Bachelor's degree and at least 5 years of experience in office management, executive administrative roles, with 2+ years supporting Boards of Directors or senior leadership.

Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.

Strong attention to detail and problem-solving abilities.

Exceptional verbal and written communication skills.

Proficient in using productivity tools such as Microsoft Office suite, calendar management software, and collaboration platforms.

Discretion and confidentiality in handling sensitive information.

Strong interpersonal skills and the ability to work effectively with individuals at all levels.

Ability to adapt to a fast-paced and evolving environment.

Ability to be on-site in our Palo Alto office Monday thru Friday.

Additional Information

Applicants must be eligible for employment in the United States and willing to work onsite at our HQ office in Palo Alto, CA.

Pivotal offers a comprehensive benefits package, including medical, dental, vision, and 401k plans.

Pivotal is an Equal Opportunity Employer. Pivotal does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

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Executive Assistant and Office Manager

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