Executive Assistant and Office Manager

Who are we?

Our mission is to scale intelligence to serve humanity. We’re training and deploying frontier models for developers and enterprises who are building AI systems to power magical experiences like content generation, semantic search, RAG, and agents. We believe that our work is instrumental to the widespread adoption of AI.

We obsess over what we build. Each one of us is responsible for contributing to increasing the capabilities of our models and the value they drive for our customers. We like to work hard and move fast to do what’s best for our customers.

Cohere is a team of researchers, engineers, designers, and more, who are passionate about their craft. Each person is one of the best in the world at what they do. We believe that a diverse range of perspectives is a requirement for building great products.

Join us on our mission and shape the future!

About the role:

The People Operations team at Cohere is thrilled to present a unique and exciting opportunity to join our dynamic and vibrant team. We are in search of a talented professional who shares our passion for excellence and is eager to embark on a collaborative and fast-paced journey. This role offers a unique blend of Executive Assistance and Office Management, providing an insightful behind-the-scenes perspective on our operations.

Based in the heart of San Francisco at our prestigious address, 755 Sansome St, this opportunity will allow you to become an integral part of our team. Your contributions will be twofold. As an Executive Assistant (70% of the role), you will play a pivotal role in cross-functional support, managing executive calendars, coordinating travel, and fostering team-building initiatives. Your efforts will directly enhance the efficiency and success of our leadership team. As the Office Manager (30%), you will be the heartbeat of our office, managing logistics and creating engaging team events that foster an exceptional employee experience and a vibrant, collaborative culture.

This rare and stimulating opportunity will enable the right candidate to make a tangible impact on Cohere's growth and success. If you are eager to take on a dynamic and challenging role, leaving your mark on our thriving company, we encourage you to apply. We believe your contributions will be immensely rewarding and shape a lasting legacy at Cohere.

As an Executive Assistant, you will:

• Manage schedules and provide calendar support for two executive members
• Coordinating internal and external meetings, ensuring smooth and efficient collaboration
• Handle travel arrangements and logistics for the leadership team
• Identify opportunities to enhance productivity and optimize processes
• Lead and organize engaging team events and off-sites to build team spirit
• Communicate effectively with internal and external stakeholders while maintaining confidentiality

As an Office Manager, you will:

• Manage the front desk, greeting guests with a warm and professional welcome
• Ensure a well-organized, tidy, and inviting office space, including common areas and kitchens
• Create a comfortable and engaging environment that reflects our company culture
• Stay on top of office supplies, drinks, and snacks, ensuring a well-stocked workspace
• Build and maintain relationships with vendors and external partners
• Take charge of any office-related issues or repairs, ensuring a smooth and efficient office environment

You may be a good fit if you have:

• 5+ years of experience working as an Executive Assistant, Administrative Assistant, Office Manager, or similar roles
• Proven experience partnering with senior executives in a fast-paced, growing, innovative environment
• Experience managing multiple calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules
• Professional-level experience with tools like Google Workplace (Calendar, Mail, Docs, Sheets, Google Meet, etc.) and Slack

Essential soft skills:

• Hospitality mindset, you anticipate others’ needs and can work proactively to address them.
• Strong written and verbal communicator - and feel comfortable speaking to C-level stakeholders.
• Highly self-motivated and exercises discretion, tact, and professionalism. Enjoys a balance of collaborative and independent work.
• Detail-oriented, organized, and calm under pressure.

If some of the above doesn’t line up perfectly with your experience, we still encourage you to apply! If you consider yourself a thoughtful worker, a lifelong learner, and a kind and playful team member, Cohere is the place for you.

We value and celebrate diversity and strive to create an inclusive work environment for all. We welcome applicants from all backgrounds and are committed to providing equal opportunities. Should you require any accommodations during the recruitment process, please submit an Accommodations Request Form, and we will work together to meet your needs.

Our Perks:

🤝 An open and inclusive culture and work environment

🧑‍💻 Work closely with a team on the cutting edge of AI research

🍽 Weekly lunch stipend, in-office lunches & snacks

🦷 Full health and dental benefits, including a separate budget to take care of your mental health

🐣 100% Parental Leave top-up for 6 months for employees based in Canada, the US, and the UK

🎨 Personal enrichment benefits towards arts and culture, fitness and well-being, quality time, and workspace improvement

🏙 Remote-flexible, offices in Toronto, New York, San Francisco and London and co-working stipend

✈️ 6 weeks of vacation

Note: This post is co-authored by both Cohere humans and Cohere technology.