Executive Assistant/Workplace Administrator

At Side, we believe everyone should own their path. 

Side is a real estate startup that pioneered the concept of brokerage-as-a-service to help top real estate professionals create and run their own companies without having to operate a brokerage. Our proprietary platform makes the real estate transaction process far more efficient for both agents and home buyers/sellers.

Before Side, exceptional real estate agents had two choices: You could join an antiquated traditional brokerage, relinquish control of your business, and pay hefty fees for marginal value. Or you could start your own independent brokerage, massively increase your liability, and take on the burden of running your own back office. We created a third option: Own your own business and run it on the Side platform. Agents get to focus on what they do best — selling real estate — while Side operates in the background to facilitate their transactions, and help them grow. 

Side is led by experienced industry professionals and world-class engineers who develop technology designed to improve agent productivity and enhance the client experience. The company is backed by over $300 million in funding from top-tier venture capital firms, including Coatue, Tiger, D1, Sapphire, Trinity, and Matrix.. Headquartered in San Francisco, Side currently operates in 16 states, with plans to expand nationwide in the coming years. We were named Company of the Year by Inman News (the leading industry publication) and a Most Innovative Company of 2022 by Fast Company.

At Side, you’ll have the opportunity to collaborate and innovate your way to success. Becoming an inSider means that you’ll be empowering business leaders to become business owners, all while forging your own path with like-minded entrepreneurs. Join us at Side and own your career, your impact, and your life!

ABOUT THE ROLE

Side is a real estate brokerage platform technology start-up based in San Francisco. If you are resourceful, outgoing, able to prioritize multiple competing priorities, and are fast-paced, then this role may be for you! 

We’re looking for an Executive Assistant to act as an extension of and support our CEO, Guy Gal, as well a Workplace Administrator to provide day-to-day office and facilities management for our San Francisco HQ office. This position will report to our Head of People & Places/Sr. Director of Customer Care. 

As our CEO’s Executive Assistant:

You’ll be the central point of contact for all individuals that need his time in one way or another. Using a high degree of autonomy, you'll prioritize initiatives and meetings in a manner that results in the highest ROI on his time. Organize and manage travel itineraries, including flights, accommodations, ground transportation, and any other logistical needs while handling last-minute changes or disruptions by coordinating with travel vendors and adjusting plans as necessary to ensure minimal impact on schedules.

You will also oversee the day-to-day office management for our headquarters, including close collaboration with multiple teams on project planning, event planning, vendor management, and logistics. In addition to the day-to-day office support, you will greet inSiders, customers and vendors visiting our office. 

In this role, you will need to be a master at handling complicated details, service and client-first minded, with a 'no-job-is-too-small' attitude, and the desire to go above and beyond. This is a roll up your sleeves and get-it-done type of opportunity! 

What you'll be doing

• Proactively manage the CEO’s time: calendaring, vetting, and prioritizing
• Communicate with internal and external stakeholders on behalf of the CEO in a professional and empathetic manner
• Use detailed knowledge of CEO’s prioritize to manage conflicting needs, handle matters with urgency and care, and enthusiastically follow through on projects to successful completion
• Review and summarize reports, documents, and information to keep CEO updated on project progression
• Oversee daily office operations to ensure a clean, organized, and well-stocked environment, creating a positive and efficient experience for all employees, visitors, and vendors.
• Prepare agendas, documents, and decks to ensure all meetings run smoothly; keep detailed notes during meetings
• Help plan internal and external events for our Clients and Employees.
• Maintain our San Francisco office and related facilities needs including implementing and communicating facilities policies and practices
• Vendor management; handle repairs & preventative maintenance vendors (including but not limited to HVAC, kitchen equipment, catering/snack, furniture, janitorial, security etc.)
• Manage our emergency preparedness planning
• Continuously monitor for new health and safety regulations through OSHA, WHO, CDC
• Track monthly spending and budget; work with Finance and you manager to set and maintain budgets
• Maintain office schedule by picking-up and preparing conference rooms
• Administrative functions include but are not limited to security badges, scheduling conference rooms, mail sorting
• Partner with our IT team on all levels on various tasks

What would make you a strong fit for the role?

• 5+ years working as an executive assistant for C-level executives or Founders
• Previous office management or facilities experience a plus
• Expert in G-Suite.
• Self start and problem solver: you can independently solve problems as they arise with good judgment by leveraging your contacts and researching solutions independently
• Available outside of traditional working hours
• Anticipate problems and prepare primary and alternate solutions as needed in a calm and efficient manner
• Experience managing leader’s calendars and schedules who have multiple competing priorities
• Clear and concise verbal and written communication skills is a must
• Professional and able to interact with high profile clients and executives
• You have a natural inclination towards logistics, planning, and details.
• Ability to work well in a fast-paced environment, juggling multiple projects at once
• Organized and detail oriented
• Ability to prioritize assignments
• Strong work ethic; ensure confidentiality of all appropriate communications
• Ability to move 50 lbs., bend, stretch, stand for extended periods of time
• High School Diploma or equivalent; BA/BS preferred

Side is dedicated to working with the highest skilled people from the most inclusive talent pool feasible. We maintain that diversity in all aspects leads to positive change, solutions and innovation for our customers and career fulfillment for our employees. All qualified individuals are encouraged to apply!

Side uses the E-Verify employment verification program.

Our stewardship of the data of many of our customers means that a background and DRE license check is required to join Side. We will, nonetheless, consider qualified applicants with arrest and conviction records in accord with applicable law, including the San Francisco Fair Chance Ordinance.