Executive Assistant/Office Manager

Job Description Job Description Who Are We? Have you struggled to reserve that coveted summer camping spot at a state park?

Have you wondered why you’re stuck filling out a paper form to renew a permit? What about not being able to reserve your favorite pickleball court from your phone? Kaizen Labs is redefining government technology and building solutions across parks & recreation, permitting, citizen engagement, and more.

We recognize that incumbent software systems are inefficient and sometimes broken. That’s why we believe residents and public servants across America’s 85,000 government agencies deserve access to modern, trusted software that rivals what we use in our daily lives. Kaizen’s software currently serves 1.5 million residents across the country and this number will increase to 7 million in the first half of 2025.

Some of our partners include the City of Santa Clarita, Vail Recreation District, and the Town of Weymouth. Here is a quick video capturing the essence of our work with Pima County, AZ Founded in 2022 and based in New York City, we’re backed by Accel and Andreessen Horowitz. Our team of 25 (and growing) is eager to leave a lasting impact on the public services that are so critical to our health, safety, and wellness.

The Role We are looking for a talented and passionate Executive Assistant/Office Manager to join Kaizen Labs. This role’s main focus will be to primarily support our CEO, COO, and other leadership team members. You will be responsible for working in tandem with our CEO and COO, providing essential, high-impact administrative support.

This individual will take charge of calendar management, scheduling key meetings, organizing travel, handling inbox management, and ensuring everything runs smoothly - especially when it comes to navigating complex scheduling challenges. This role also involves assisting with office management and coordinating tasks for key clients. This is an excellent opportunity for someone eager to contribute to the culture and growth of a fast-paced tech startup with an impactful mission.

This individual must be willing to take on new tasks, challenges, and responsibilities as the company grows. Location This is a hybrid role. You will be expected to join our team in person in New York City for three days a week.

What You’ll Do… Executive Assistance: Provide high-touch administrative support to the CEO, dedicating 50-70% of your time to calendar management, meeting scheduling, travel coordination, inbox management, and ensuring smooth day-to-day operations. Act as the glue that keeps the CEO organized, ensuring they stay focused and that the business runs efficiently as we grow.

Proactively anticipate the CEO’s needs, staying one step ahead of tasks and priorities. Represent the CEO’s voice in communication, decision-making, and daily interactions, acting as an extension of them. Coordinate complex scheduling and calendar management, handling shifting priorities and maintaining organization in a fast-paced environment.

Office Management: Support the day-to-day operations of the office, ensuring smooth processes and providing overall team support. Coordinate office essentials, including food, vendor management, deliveries, snacks, and beverages.

Organize and design workspaces. This can include ordering furniture, designing layouts, and creating inspiring office environments (bring us your best Pinterest board). Manage office supplies and resources, ensuring everything is well-stocked and readily available. Contribute to a positive, inclusive, and creative office culture by supporting employee engagement initiatives such as happy hours, team-building events, summer outings, holiday parties, and team dinners.

Actively contribute ideas to improve office processes and enhance the working environment. Assist with ad-hoc duties to keep the office running smoothly. Operations Support:

Collaborate with the operations team on event coordination, logistics, meeting preparation, travel arrangements, and data scraping. Support business development projects, including compiling contact lists, gathering email addresses, and assisting with invoices. What You’ll Bring… 3 years of experience in an administrative, executive assistant, operations, or office management role, preferably within a creative or fast-paced environment.

Strong time management and organizational skills and the ability to manage multiple tasks simultaneously. Exceptional communication skills, both written and verbal. A positive, proactive, and adaptable attitude, with a no-job-too-small attitude.

Willingness to take on new tasks, challenges, and responsibilities as the company grows. An interest in contributing to company culture and operations. Ability to maintain confidentiality and handle sensitive information with discretion.

Experience at an early-stage startup is preferable. You Will Thrive at Kaizen If… You appreciate entrepreneurial environments where you can shape processes and offer your opinions. You want to be surrounded by high-EQ, low-ego individuals.

You’re scrappy and self-directed and don’t need to wait to be told what to do. You appreciate continuous feedback and collaboration over highly prescriptive and formal feedback. You are mission-driven and understand our role in improving the lives of residents and public servants across the country.

You possess high attention to detail and excellent organizational skills. Benefits & Company Salary Range Platinum PPO health care plus premium coverage for dental & vision Unlimited PTO Competitive equity grants Employer-sponsored 401k Salary bands range from $75 - 90k