Executive Assistant & Workplace Experience Coordinator

The Executive Assistant & Workplace Experience Coordinator plays a critical dual-role supporting executive leaders while owning the day-to-day workplace, facilities, and team experience for our Burlingame warehouse. This role blends high-touch executive support with hands-on office, facilities, and event coordination, serving as a trusted partner to leaders and a central point of connection for team members working onsite.

This is an on-the-ground, people-facing role ideal for someone who enjoys variety, thrives in dynamic environments, and takes pride in creating smooth operations and welcoming spaces. You will collaborate closely with People Experience, Facilities, Warehouse, Merchandising, Retail, Media, and Executive teams to ensure our physical workplace and team moments reflect Balsam’s values and operational needs.

This is a full-time position and reports to the Manager of Executive Administration and is expected to work full-time in office, 5 days per week.

Executive Assistance What you’ll do:

• Provide administrative and logistical support to assigned executive leaders, including calendar management, scheduling, prioritization, and preparation
• Serve as a proactive partner in managing complex, fast-moving schedules with professionalism, discretion, and strong judgment
• Coordinate internal and external meetings, ensuring agendas, materials, and logistics are in place
• Support travel planning as needed, including coordination with our travel agency and internal partners
• Prepare and submit expense reports and handle written and verbal correspondence on behalf of executives
• Assist with ad hoc projects, presentations, and special initiatives as requested

Office & Workplace Management (Burlingame Warehouse)

• Own day-to-day office organization, cleanliness, and readiness, including conference rooms, common areas, and kitchen spaces
• Manage office and kitchen supplies: maintain inventory, anticipate needs, place orders, and ensure spaces are well-stocked and functional
• Run and empty dishwashers daily (or as needed) and ensure kitchen standards are upheld
• Support onboarding by preparing desk setups, coordinating keys, fobs, and providing office orientation
• Maintain seating charts and communicate changes, updates, and office norms clearly to team members
• Create and execute office décor plans, seasonal refreshes, and event-related updates, including budget ownership where applicable
• Oversee teleconference tools and Zoom Rooms, providing basic troubleshooting and onsite support as needed
• Assist with administrative tasks such as mail handling, shipping, printing, and packaging special projects

Facilities Management

• Partner closely with the Burlingame Warehouse Manager and Merchandising, Retail, and Media teams to understand and support evolving space and facility needs

Events & Team Member Experience

• Plan and execute in-person and hybrid events including office lunches, onboarding welcomes, offsites, volunteer opportunities, and team celebrations
• Procure event supplies and catering; manage setup and teardown
• Support company offsites and trips, including logistics coordination and onsite support when needed
• Support onboarding and offboarding experiences, including equipment coordination, desk setup/reset, and equipment recovery
• Provide light graphic design or visual support for events and communications as needed

Communication & Internal Support

• Serve as a key communication bridge for office-related updates, events, and changes via email, Slack, and in-person interactions
• Provide Zoom Room and meeting support for onsite and hybrid meetings
• Partner with People Experience colleagues across locations to ensure consistent experiences and coverage

Flexibility & Special Projects

• Maintain flexibility to work outside traditional business hours when required for vendor access, events, or urgent facility needs
• Jump in on ad hoc projects and cross-functional initiatives as needed to support the business and team experience

What You Bring To The Table

• 5+ years of experience in executive assistance, office coordination, workplace operations, or a similar role
• Proven ability to juggle competing priorities with strong organization, follow-through, and attention to detail
• High degree of discretion, professionalism, and integrity when handling sensitive information
• Strong written and verbal communication skills with high em…