Office, Events & Executive Operations Manager

Hellyeah is an applied research company. We build digital workers: AI agents trained on how the best operators work, running critical business functions, starting with marketing. Our team took its last product from $0 to $10M run rate in 12 months. HF0, Uncork and Matrix Partners back us.

Our SF HQ at 165 Page St is an office, a studio and an event venue. In one week we can host a panel and a DJ night with projection mapping, take partner visits and keep a full team working. You'll run the building, its vendors, our events and the community around them, and you'll work as EA to one of our founders.

Expect to spend around 40% of your time on office and facilities: letting vendors in, testing their fixes, and receiving and installing deliveries. Another 30% goes to events and community, where you run our event series and grow the community that comes out of it. The last 30% is vendor and executive coordination. You track each open item in writing until you close it. You'll do most of this work on site at our SF HQ.

What you'll own

1. Property management and maintenance (daily)

• Act as our single point of contact with the landlord and property manager. File maintenance requests through their portal, follow up on walkthroughs and chase each ticket until it closes.

• Be on site when contractors do the work. Show the plumber the problem, test the shower after the fix, check the garage door and confirm the keycards work.

• Follow the escalation rules: send routine requests by email or portal, and save texts to the property manager for emergencies.

2. Vendors and building systems (daily)

• Own the building vendors end to end: security and alarm monitoring, fire and smoke detector service, keycard and access control, internet, trash and recycling, plumbing, cleaning and janitorial, laundry, catering and handyman work.

• Get quotes, compare them, book the work, let techs in, check the result and reconcile the invoice.

• Handle light office IT and access yourself. You'll set up and maintain the Wi-Fi gear, manage keycards and the door access system, and take cameras and smart locks from install to working.

• Learn the building systems cold (alarm silence and reset, access readers, cameras and the panel) so you can handle a tripped detector at 9pm.

• Set the weekly cadence for cleaning, laundry, restocking and trash days so the team walks into a ready office each morning.

3. Purchasing and receiving (several times a week)

• Run the office purchase list. Confirm items, quantities and deadlines, check what we've already ordered, and place orders across Amazon, Home Depot, Costco, Instacart and local stores.

• Receive packages, chase missed or returned deliveries with the carrier, and handle returns.

• Install mounts, AV, lighting, furniture and signage, or bring in someone who can.

4. Event operations (weekly, heavy in event weeks)

• Run event operations for anything from a 30-person dinner to a 500+ RSVP party: catering, licensed bartenders and drink tickets, DJ and AV, furniture, check-in and cleanup.

• Own event safety and compliance. You'll manage haze and smoke rules in a building with an interconnected fire alarm, QR waivers and 21+ ID checks at the door, security staff, roped-off areas, capacity and event insurance.

• Run crowd control and stage management for intense DJ nights: entry flow and capacity counts, the stage and DJ booth perimeter, crowd surges near the front, security staff placement and a tight run-of-show for changeovers.

• Scout and book outside venues when an event outgrows our space. Keep a vendor list with quotes on file so you can plan each event faster and for less money.

5. Community, offline and online (weekly)

• Help run our offline community. You'll host a steady series of events and turn first-time guests into regulars, and regulars into core members.

• Track who comes, who comes back and who brings friends. Follow up with the good ones so they return after their first night.

• Move people from our events into our online community (group chats, Discord or Slack, and newsletters), and keep that space active between events.

• After each event, report RSVPs, show rate, new members and repeat attendees.

6. Facilities and security policy (as needed)

• Set and enforce building rules for package handling, door access and guests, plus a stopgap plan for the period before cameras and alarms go live.

7. EA and executive operations for one of our founders (constant)

• Turn the founder's quick notes and voice memos into tracked tasks with owners and dates.

• Handle day-to-day errands, purchases, scheduling, logistics and vendor calls so the founder can spend their time on the company.

• Write clear vendor and landlord emails in English, run follow-up checks, and flag a risk as soon as you see it.

• Turn recurring problems into checklists, runbooks, vendor rosters and trackers so you solve each problem once.

Who you are

• You have several years running office, facilities, hospitality or venue operations at a startup, hotel, venue or event space, and you've run a building day to day.

• You have a track record of events you ran, with results you can point to. A recurring series counts for more than one-offs.

• You've built an offline community. Across many events, you turned first-time guests into regulars and grew a core group that keeps showing up.

• You've run an online community, moved people into it from in-person events and kept it active.

• You have a network to call on. If we need catering for 80 on Thursday, a deep clean after a party, a laundry service or a fire-alarm tech, you know who to call or how to find them fast.

• You have hands-on crowd control and stage management experience from packed, intense events: DJ nights, club nights or concerts.

• You're comfortable with building systems and event safety: alarms, access control, capacity, bar service and waivers.

• You own a vendor from first quote to paid invoice without anyone chasing you.

• You think in systems and process. Give you a messy recurring task and you'll turn it into a checklist with a set cadence and a vendor who owns it.

• You're steady under pressure. If something breaks at 6pm before a 300-person event, you keep your cool, fix it and keep going.

• You work hard and enjoy it. Startup pace, event nights and a founder who moves fast give you energy.

• You write clear English and keep careful track of budgets, receipts and invoices.

• You live in SF and want to work on site in our building.

Nice to have

• Working Mandarin. Part of our team and several partners work in Chinese.

• EA or chief-of-staff experience with a founder or executive.

• Hands-on experience with AV, lighting, mounting or basic installs.

• You already use AI tools to run ops. You'll work alongside our own digital workers.

Compensation

$90,000 to $150,000 base salary depending on experience. You'll work on site at our San Francisco HQ.