Executive Assistant to the CEO / Office Manager

Executive Assistant to the CEO / Office Manager

Mission: To provide exceptional executive support and efficient office management that enables the CEO and Groq to achieve their goals.

Responsibilities & Outcomes:

Executive Support / Personal Assistant

• Provide comprehensive and complex administrative support to the CEO; manage calendars, schedule meetings, coordinate travel arrangements, and manage inbound/outbound communications
• Maintain and update critical documentation, including spreadsheets, expense reports, and travel itineraries, ensuring accuracy, organization, and timely submission
• Provide personalized assistance to the CEO, discreetly handling errands, reservations, and personal appointments with professionalism and attention to detail
• Maintain the highest level of confidentiality and discretion in all aspects of the role, protecting sensitive information

Office Manager

• Receptionist / Onsite visits: management of Swiftlane badging system for Castro office and Zanker lab. Monitoring security cameras and guard reports. Escorting office/lab visitors, and answering Groq mobile phone calls. Administrative support includes redirecting employee inquiries to appropriate contacts. 
• Facilities management: coordinating with property management for service repairs and maintenance for Castro office and Zanker lab. Liaise and cultivate working relationships with vendors such as building security, guard services, HVAC, janitorial staff, maintenance, etc. 
• Office upkeep: provide a clean and pleasant workplace experience for visiting employees. Maintain well-stocked office and kitchen supplies for Castro office and Zanker lab.
• Vendor Management / Accounting: evaluate, onboard, and partner with vendors. Ensure timely monthly payment of facilities invoices, bookkeeping and submission of expense reports.
• Onsite Support: receive and coordinate deliveries for Castro office and Zanker lab (in person and remotely). Pick up mail from the Mountain View post office, sort, and distribute to appropriate teams. Coordinate package pickup. Manage outgoing mail and packages when necessary. As the onsite contact, provide support to ensure smooth company events, team celebrations, F2F meetings, and other ad hoc projects.

Ideal candidates have/are:

• BA/BS degree or equivalent work experience.
• Minimum 5 years of experience providing comprehensive administrative support to senior leaders in a high-growth, fast-paced organization, with a proven ability to adapt quickly to changing priorities and dynamic workflows.
• Minimum 4 years of direct experience in office management, facilities, or operations. 
• Exceptional organization, multitasking, and problem-solving skills, with the ability to anticipate needs and adapt quickly to changing priorities.
• Outstanding communication and interpersonal skills, maintaining strict confidentiality while effectively interacting with internal and external partners.
• Proficiency in productivity tools (Google Office Suites, travel portals, expense report software) and experience in office management, facilities, or operations.

Attributes of a Groqster:

• Humility - Egos are checked at the door
• Collaborative & Team Savvy - We make up the smartest person in the room, together
• Growth & Giver Mindset - Learn it all versus know it all, we share knowledge generously
• Curious & Innovative - Take a creative approach to projects, problems, and design
• Passion, Grit, & Boldness - no limit thinking, fueling informed risk taking

If this sounds like you, we’d love to hear from you!

Compensation: At Groq, a competitive base salary is part of our comprehensive compensation package, which includes equity and benefits. For this role, the base salary range is $114,900 to $211,500, determined by your skills, qualifications, experience and internal benchmarks.