Office Manager & Executive Assistant

Job Title: Office Manager & Executive AssistantLocation: Palo Alto, CA (On-site, Monday-Friday)Reports To: Chief Technology Officer & Chief AI OfficerAbout the CompanyQXO BackgroundQXO is the largest publicly traded distributor of roofing, waterproofing, and complementary building products in the United States. The company plans to become the tech-enabled leader in the $800 billion building products distribution industry and generate outsized value for shareholders. QXO is targeting $50 billion in annual revenues within the next decade through accretive acquisitions and organic growth. Visit for more information.Position SummaryWe are seeking a highly organized and proactive Office Manager & Executive Assistant to support daily operations at our Palo Alto office and provide strategic administrative support to the Chief Technology Officer and Chief AI Officer. In this dual-capacity role, you will oversee office management, coordinate executive priorities, and help drive operational efficiency. This is a critical, hands-on position ideal for a resourceful, detail-oriented professional who thrives in a fast-paced, high-growth environment.Key ResponsibilitiesExecutive SupportProvide high-level administrative support to the Chief Technology Officer and Chief AI Officer.Think proactively with getting the executives prepared for their day and being two steps ahead of them ie: gathering all meeting materials, presentations and calendars.Manage complex calendars, schedule meetings, coordinate travel, and process expense reports.Prepare, edit, and manage correspondence, presentations, and reports.Serve as the primary liaison between executives, internal teams, and external partners.Handle confidential information with discretion and professionalism.Coordinate meeting logistics, including preparation of materials and technology setup.Office ManagementOversee daily office operations, including supply management, office maintenance, and vendor relationships.Organize company events, meetings, and team-building activities.Maintain and update office policies, procedures, and records.Manage incoming and outgoing mail, shipments, and deliveries.Ensure a professional, welcoming environment for visitors and employees.Support onboarding for new hires, including equipment setup and office orientation.QualificationsBachelor's degree or equivalent professional experience.5+ years of experience in office management, executive support, or related administrative roles.Ability to work full-time, on-site in Palo Alto, Monday through Friday.Excellent organizational, time management, and multitasking skills.Strong written and verbal communication abilities.Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.Ability to work independently with minimal supervision.High level of professionalism, discretion, and confidentiality.Strong problem-solving skills and a proactive, solutions-oriented approach.Preferred QualificationsExperience supporting C-level executives.Familiarity with project management tools.Experience in Technology, Construction, or Real Estate industries a plus.Work EnvironmentThis role requires daily in-person work at our Palo Alto office. Remote work is not available for this position.QXO is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Created: 2025-05-02