Executive Assistant and Office Manager

Spectro Cloud • San Jose, CA

4h • $100 - $120 • Hybrid

About The Position

We are Spectro Cloud. A super fast-growing startup on a mission aims to make infrastructure boundaryless for the enterprise, from data center to edge and every platform in between. We provide solutions that help enterprises run applications on Kubernetes, their way, anywhere.
Established by a team of multi-cloud management experts and industry veterans with a track record of success, we are at the forefront of multi-cloud management solutions. What makes us stand out is our team's commitment and strong backing from industry-leading investors, driving our progress. Our collective focus is on delivering unmatched value that resonates with our customers, and you can take pride in being involved with it.
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant and Office Manager to support daily office operations and provide administrative support to leadership and cross-functional teams. This role is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in creating an efficient, welcoming, and well-run workplace.
The ideal candidate is resourceful, adaptable, and comfortable managing both operational responsibilities and executive-level administrative tasks.
This role requires in-office presence three days per week, with additional days as needed to support meetings, events, and business priorities.

Requirements

• Bachelor’s degree preferred.
• 5+ years in an Executive Assistant, Office Manager, or similar role.
• Exceptional organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Possess a high level of discretion, professionalism, and confidentiality.
• Proficiency in Microsoft Office/Google Suite (Word, Excel, PowerPoint, Sheets, Slides etc) and other office management tools.
• Ability to work independently and take initiative.
• Strong problem-solving and decision-making skills.
• Experience managing office operations, vendors, and event planning

Responsibilities

• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Prepare, reconcile, and submit expense reports accurately and in a timely manner.
• Handle confidential documents and sensitive information with the highest level of discretion and ensure adherence to information security practices.
• Assist with special projects, research, and strategic initiatives as assigned by leadership.
• Liaise professionally with key stakeholders, including clients, vendors, board members, and their staff, as necessary.
• Support preparation of reports, presentations, and executive communications.
• Oversee daily office operations, ensuring a well-organized, efficient, fun, and welcoming work environment.
• Manage office supplies, equipment, and facility maintenance; proactively identify and address operational needs.
• Coordinate weekly food orders, caterers, and vendors; ensure the office kitchen and common areas remain stocked and organized.
• Manage vendor relationships and service providers to ensure quality and cost-effectiveness.
• Develop, manage, and enforce office policies and procedures.
• Plan and execute team-building activities, company meetings, and local office events.
• Track office-related expenses and assist with budget management.
• Ensure compliance with workplace health and safety regulations.

Benefits

• Comprehensive medical, dental, and vision coverage for employees at 100%, with 90% coverage for dependents under the base plan.
• 12 paid holidays annually.
• Flexible time-off policy.
• Catered lunch for in-office days.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level