Executive Assistant & Office Manager

About Lumilens At Lumilens we are building the critical photonics infrastructure that powers tomorrow’s AI supercomputing. From chip-to-chip optical interconnects to scalable photonic engines, Lumilens is unlocking a new era of computing - faster, cooler, and massively more efficient. We’re a well-funded startup backed by Mayfield and led by veterans who’ve built and scaled some of the most transformative technologies in the industry.

At Lumilens, we’re developing high-speed photonics products purpose-built to power the future of AI infrastructure and high-performance computing. This isn’t incremental innovation, it’s a ground-floor opportunity to rethink the optical layer from the silicon up. You’ll work alongside a team of world-class engineers solving some of the hardest challenges in scaling optical systems.

Every line of code, every design decision, every breakthrough you help deliver will shape the infrastructure of tomorrow. If you're looking for mission, momentum, and the chance to make an outsized impact, jump on the rocket ship. We’re just getting started.

About the role

We are looking for an Executive Assistant & Office Manager to provide administrative support to Chief Executives, manage daily office administration and operations to ensure smooth day-to-day operations. This role requires in-depth knowledge of company operations, policies, and procedures and handles information of a highly confidential and critical nature.

Responsibilities

• Manage complex calendars, meetings, and scheduling across multiple time zones.
• Coordinate domestic and international travel, accommodation, and detailed itineraries for Chief Executives.
• Prepare presentations, reports, meeting materials, and executive correspondence.
• Organize and coordinate leadership meetings, conference calls, and regional engagements.
• Take meeting minutes and track action items to ensure timely follow-up.
• Manage expense reporting and administrative support activities for Chief Executives.
• Maintain highly confidential information with professionalism and discretion.
• Coordinate events, workshops, leadership meetings, and team activities as required.
• Manage day-to-day office operations. Create a smooth, professional, and well-supported office environment where colleagues can focus on serving clients and collaborating effectively.
• Oversee kitchen and office supplies, meeting-room readiness, and shared spaces to support a productive working environment.
• Coordinate facilities and vendor services. Serve as the primary contact of office service providers. Coordinate maintenance, repairs, cleaning, and facility work orders, ensuring issues are addressed promptly.
• Coordinate office purchasing and expenses. Source quotations, arrange purchases, monitor office-related spending, and coordinate invoices and payment follow-ups with Finance and Procurement in line with company processes.
• Arrange hotel booking for internal colleagues and external guests.

Qualifications

• At least 8 years of experience in office management or operations, senior executive assistant and support.
• A high level of discretion, attention to details, and the strong sense of accountability when handling confidential information.
• Excellent communication and interpersonal skills, with the ability to work effectively with employees, senior leaders, vendors, and external partners.
• Strong organizational and time management skills, ability to multitask and prioritize in a fast-paced, dynamic environment.
• A proactive, can-do attitude, willing to tackle tasks of any size, and a genuine desire to help others.