Executive Assistant & Office Operations

Linqapp Inc.

Job Overview

Location

Birmingham, Indiana, USA

Job Type

Full-time

Full Job Description

📋 Description

• Linqapp Inc. is seeking a highly organized and proactive Executive Assistant & Office Operations professional to join our dynamic team in Birmingham, AL. This full-time, in-office role reports directly to the Head of People and is crucial for ensuring the smooth and efficient functioning of our executive team and our Birmingham headquarters, as well as our nearby data center facilities. This is a high-trust, high-context position where your ability to anticipate needs, manage complex logistics, and maintain discretion will be paramount. If you thrive in fast-paced, ambiguous environments and possess a keen eye for detail, this is an exceptional opportunity to make a significant impact.
• As an Executive Assistant, you will be the linchpin for our senior leadership, providing comprehensive support that enables them to focus on strategic initiatives. Your responsibilities will include meticulously managing executive calendars, ensuring no appointments are missed and schedules are optimized for productivity. You will also expertly handle executive inboxes, filtering communications, prioritizing urgent matters, and drafting responses as needed. Furthermore, you will orchestrate all aspects of executive travel, from booking flights and accommodations to arranging ground transportation and creating detailed itineraries, ensuring seamless and efficient journeys.
• A key aspect of this role is your proactive approach to anticipating the needs of senior leaders. This involves preparing thoroughly for all meetings, including gathering relevant documents, setting up necessary technology, and ensuring attendees have the information they require. You will be responsible for identifying and flagging potential scheduling conflicts or logistical challenges well in advance, allowing for timely resolution and maintaining the flow of executive activities. Your ability to keep multiple projects and tasks moving forward simultaneously without dropping any balls will be essential.
• Beyond executive support, you will be the primary owner of the day-to-day operations of our Birmingham HQ. This encompasses a wide range of responsibilities, including managing office supplies inventory, ensuring adequate stock levels, and placing orders as needed. You will be the main point of contact for all office vendors, negotiating contracts, scheduling services, and ensuring timely and quality delivery of goods and services. You will also be responsible for managing visitor access, greeting guests, and ensuring a professional and welcoming reception area. Your efforts will be instrumental in making our office space an efficient, productive, and inviting environment for our team.
• This role also extends to overseeing critical operations at our nearby data center facilities. You will coordinate access for authorized personnel, liaise with maintenance teams to ensure equipment is functioning optimally, and respond to any emergent issues that require attention. Your diligence in managing these facilities will contribute directly to the stability and security of our critical infrastructure.
• Handling sensitive and confidential information with the utmost discretion and sound judgment is a non-negotiable requirement of this position. You will be privy to information that requires a high level of trust and professionalism. Your ability to maintain confidentiality and act with integrity will be fundamental to your success.
• We are looking for an individual who is a natural organizer, adept at thriving in fast-moving and often ambiguous environments. Previous experience supporting senior leaders, understanding the nuances of inbox management to achieve "inbox zero," and the capacity to context-switch rapidly without compromising quality are highly valued. A detail-obsessed mindset, coupled with the ability to maintain sight of the broader strategic objectives, is crucial. Excellent communication skills, a bias for action, and the ability to work autonomously with minimal supervision are also key attributes. Experience within a startup or high-growth company environment is a significant plus, as is familiarity with productivity tools such as Google Workspace, Slack, and Notion. Additionally, prior experience in facilities or multi-location office management will be highly regarded.

🎯 Requirements

• Proven experience supporting senior-level executives with calendar management, inbox organization, and complex travel logistics.
• Demonstrated ability to manage office operations, including vendor relations, supply management, and creating a welcoming and efficient workspace.
• Exceptional organizational skills, meticulous attention to detail, and the ability to multitask effectively in a fast-paced, ambiguous environment.
• Strong communication and interpersonal skills, with a proactive and autonomous work style.
• Familiarity with productivity tools such as Google Workspace, Slack, and Notion.
• Experience in facilities management or multi-location office operations is a plus.

🏖️ Benefits

• Comprehensive Health, Dental, and Vision insurance coverage.
• Generous Flexible Paid Time Off (PTO) policy.
• 401(k) retirement savings plan.
• Wellness stipend, book stipend, and professional development opportunities to support your growth.
• Direct access to leadership and a collaborative, low-bureaucracy work environment.

Skills & Technologies

Onsite

$50k-55k

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Linqapp Inc.

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About Linqapp Inc.

Linqapp is a digital business card and networking platform designed to streamline professional connections. It allows users to create and share customizable digital business cards, facilitating easy contact exchange through QR codes and direct sharing. The platform aims to reduce waste associated with traditional paper business cards and enhance networking efficiency. Linqapp offers features for managing contacts, tracking interactions, and integrating with other professional tools. It serves individuals and businesses looking to modernize their networking strategies and build stronger professional relationships in a digital-first world. The service is accessible via web and mobile applications.

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