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Office Manager / Executive Assistant

Office Manager / Executive Assistant

EVPassportSanta Monica, CA, US
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Office Manager / Executive Assistant

EVPassport is the EV Charging hardware and software platform for purpose-driven organizations. Brands committed to sustainability rely on EVPassport to provide their customers with the most seamless payment experience to charge any electric vehicle without requiring a separate app, account or a top-up balance. EVPassport is the only platform that enhances customer engagement for these companies by providing custom branded hardware with API-powered software that easily integrates with their existing applications and services.

We operate in the United States, Canada, and Mexico and we offer a leading end-to-end EV Charging solution to enterprise businesses.

EVPassport is changing the EV Charging experience, and we want you to help build it.

The Opportunity :

We are seeking a highly organized, proactive, and adaptable Office Manager / Executive Assistant to provide critical support to our executive team while ensuring smooth day-to-day office operations. This role is ideal for a professional who thrives in a fast-paced environment, can balance multiple priorities, and is committed to operational excellence. The ideal candidate will be equally comfortable managing administrative details, streamlining office operations, and serving as a trusted partner to senior leadership. This role will work onsite five days a week in our Santa Monica headquarters.

Key Roles and Responsibilities :

Executive Support :

  • Provide direct administrative support to executives, including calendar management, travel coordination, expense reporting, and meeting preparation.
  • Draft correspondence on behalf of executives with discretion and professionalism.
  • Act as a point of contact between executives and internal / external stakeholders, ensuring timely and accurate communication.
  • Anticipate executive needs and proactively identify ways to improve workflow efficiency.

Office Management :

  • Coordinate general office logistics to ensure a clean, proactive, organized, and collaborative environment for all team members.
  • Oversee day-to-day office operations, ensuring a well-organized and efficient workplace, including partnership with building management and service providers.
  • Serve as the first point of contact for visitors, deliveries, and general inquiries.
  • Manage office supplies, vendor relationships, and facility maintenance needs.
  • Coordinate logistics for office lunches, events, meetings, and company-wide initiatives.
  • Support new hires in partnership with IT to ensure employees have the necessary hardware and software, and feel welcomed and productive in our office.
  • Develop and maintain systems to ensure operational efficiency, including document management, team communications, and office policies.

    • Operational Excellence :

  • Support People Operations with administrative tasks such as onboarding / offboarding and employee engagement initiatives.
  • Implement process improvements that streamline operations and increase team productivity.
  • Handle sensitive information with the highest degree of confidentiality and professionalism.
  • Collaborate with internal departments to facilitate smooth information flow.

    • Additional tasks and projects as may be assigned by the Company.

    Qualifications :

  • Experience : 4+ years of experience in office management, executive assistant, or administrative leadership roles, ideally within a high-growth environment.
  • Bachelor's degree preferred; high school diploma or equivalent required.
  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication.
  • Proficiency with productivity tools (Google Workspace, Slack, Zoom, expense management platforms, etc.).
  • Demonstrated ability to manage competing priorities with calm and efficiency.
  • Proven ability to work in a fast-paced, dynamic environment with changing priorities.
  • Strong organizational, analytical, time-management and project management skills.
  • Occasionally lift office supplies or equipment (up to 70 lbs).
  • Attributes :
  • High integrity and discretion.
  • Proactive problem-solving approach with a strong sense of initiative.
  • Detail-oriented with a focus on operational excellence.
  • Comfortable working independently and as part of a team.

    • Our Values :

  • Customer Obsessed Relentlessly focused on delivering seamless experiences.
  • Trust by Default Acting with transparency and integrity.
  • Own the Outcome Taking full responsibility for delivering results.
  • Growth Mindset Continuously learning, improving, and embracing challenges.
  • Anything is Possible Challenging conventional thinking to drive innovation.
  • Practice Kindness Building a culture of respect, collaboration, and mutual support.
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    Office Assistant • Santa Monica, CA, US

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