About ZenSpace
ZenSpace brings calm to the chaos of live events. We deliver smart, soundproof pod environments — hardware, software, and service as one integrated platform — for conferences, exhibitions, and large-scale gatherings. Our event rentals business (ZenSpace Event Rentals) puts these spaces on the floor at some of the biggest events in the country.
We’re a small, fast-moving team where one capable person can have outsized impact. This is one of those roles.
The Role
We’re hiring an Executive Assistant & Operations Coordinator to be the operational backbone of our events business — and, over time, the company as a whole. When a deal closes, you make sure everything that should happen actually happens: onboarding, documentation, vendor and logistics coordination, purchasing, travel, and hands-on support at events.
This is a detail-obsessed, own-the-outcome role. You’ll start with events and grow into broader operations as you master the workflow. You don’t need to be a technical expert — you need to be exceptionally organized, follow a clear process precisely, and refuse to let things slip through the cracks.
What You’ll Own
1. Event Operations & Customer Onboarding
Your starting point and core focus. Once a sale is closed, you drive everything that follows to completion.
- Own the post-sale handoff — take the deal from “closed” to a fully onboarded, event-ready customer.
- Run onboarding to completion — send, collect, and verify onboarding forms and event documents, and chase down anything missing.
- Keep documentation clean — ensure all paperwork is accurate, complete, and properly stored in Google Drive (or our chosen system), following the standard workflow.
- Source & vet vendors — find and coordinate vendors for trucking, labor, printing, AV, and anything else an event needs.
- Coordinate trucks & logistics — schedule shipping and delivery so pods and equipment arrive on time, every time.
- Track every event end-to-end — make sure nothing falls between the sale and a flawless execution.
2. Purchasing & Inventory
You keep us stocked and supplied so the warehouse and events teams never get stuck waiting.
- Purchase on our behalf — buy supplies, equipment, and materials using a company credit card and online ordering.
- Respond to the warehouse team — when they say “we need this,” get it ordered and delivered quickly.
- Keep inventory on track — maintain accurate counts and flag low stock before it becomes a problem.
- Maintain clean records — track orders, deliveries, and receipts, and reconcile purchases responsibly.
3. Trade Show & Travel Coordination
You make travel effortless for the team and represent ZenSpace well on the ground.
- Book and coordinate travel — arrange flights and hotels for the team, planning trips that run smoothly start to finish.
- Travel to events — attend trade shows and events as needed (sometimes multi-day).
- Capture leads on-site — scan badges and collect contacts on behalf of ZenSpace and on behalf of the customers we meet.
- Manage on-site logistics — keep the booth, schedule, and details under control while representing the brand professionally.
4. On-Site Tech & Event Setup
Hands-on, not hard — you’ll follow clear, documented steps to get our spaces live.
- Set up ZenSpace pods — learn to install and configure pods at trade shows and events by following provided steps.
- Handle graphics & basic tech — manage event graphics, basic networking, and pod technology per documented instructions.
- Follow the process precisely — you don’t need deep technical expertise; you need to execute a clear procedure carefully and troubleshoot the basics.
Who You Are
- 2+ years as an executive assistant, operations coordinator, office manager, or similar — ideally in a fast-paced, hands-on environment.
- Exceptionally organized and detail-oriented; you genuinely don’t let things fall through the cracks.
- A strong, friendly communicator — comfortable politely but persistently chasing people for what you need.
- Confident with Google Workspace (Drive, Docs, Sheets, Gmail, Calendar) and quick to learn new tools.
- Trustworthy and responsible with a company credit card and purchasing decisions.
- Willing and able to travel to events, including occasional multi-day and weekend trips.
- Able to follow detailed setup instructions and handle light technical / AV tasks.
- Valid driver’s license and able to work on-site at our Hayward and San Jose facilities.
Bonus Points
- Experience in events, trade shows, AV, or equipment rentals.
- Vendor management or shipping / logistics coordination experience.
- Familiarity with CRM or basic sales-ops tools (helpful, not required).
- A second language.
Why ZenSpace
You’ll work directly with the founder, see the whole business, and own real outcomes from day one. As you master events operations, the role grows with you across the company. If you like being the person who quietly makes everything run — the reason things come out exactly right — you’ll fit right in.
How to Apply
Send your resume and a short note about why this role fits you to [[email protected]]. Tell us about a time you owned a messy, multi-step process and made it run like clockwork.
Pay: $40,000.00 - $45,000.00 per year
Benefits:
- Flexible schedule
- Paid time off
Work Location: Hybrid remote in Hayward, CA 94544
