Executive Assistant

About the Company

ORO Labs is an agentic procurement orchestration company focused on improving the procurement experience through human-centered, no-code automation. Established in 2020 by former SAP Ariba product leaders, the company helps organizations reduce cycle times, lower risk with end-to-end visibility, and stay adaptable in a changing environment. Its platform is used across more than 70 countries and is supported by implementation and technology partners worldwide. ORO’s customers include major global brands such as The Coca-Cola Company, Novartis, Danone, Roche, BASF, Liberty Global, Bayer, Millennium, and Booking.com.

Role Overview

This position is for a highly organized, forward-thinking, and tech-savvy Executive Assistant / Office Manager who will act as a dependable partner to the founders and leadership team. The role involves much more than routine administrative work and calls for sound judgment, quick response times, and the ability to anticipate needs in a fast-moving, international setting. The right candidate will manage executive priorities, complex calendars, travel, meetings, and company events while using AI-based tools and modern workplace systems to improve efficiency. Strong communication, confidentiality, flexibility, and the ability to support leaders across time zones are essential.

Executive Support

• Work closely with two founders/executives to coordinate shifting calendars, balance competing priorities, arrange global travel, and make the best use of executive time in line with business goals.
• Act as a thoughtful gatekeeper and scheduler by evaluating the purpose of meetings, attendee relevance, executive involvement, and business importance before confirming time on the calendar.
• Provide responsive, real-time assistance to executives across time zones, including during domestic and international travel, to handle urgent issues, calendar changes, and new priorities.
• Plan and run important internal and external meetings, board sessions, and events by preparing agendas, gathering materials, managing logistics, recording decisions, and ensuring follow-up on action items.
• Coordinate company-wide meetings, offsites, team events, and special gatherings, taking into account multiple locations, time zones, and stakeholder availability for strong participation and smooth execution.
• Spot operational gaps, resolve issues early, and create scalable workflows that improve alignment, efficiency, and execution.
• Use AI-enabled tools, automation platforms, and modern productivity software to simplify work, improve information flow, and reduce administrative effort.
• Earn trust through strong judgment, discretion, professionalism, speed of response, and consistently reliable support for executives and stakeholders.

Office Management

• Run day-to-day office operations and ensure administrative, workplace, and employee support functions operate smoothly.
• Handle incoming physical and digital mail, including legal, finance, tax, and regulatory documents, by scanning, organizing, storing accurate digital files, and routing items to the correct internal owners in a timely manner.
• Manage office supplies, vendors, equipment purchases, and inventory tracking.
• Coordinate shipping, receiving, onboarding logistics, and delivery of IT equipment for remote and hybrid employees.
• Support office space planning, expansion projects, and operational improvements alongside leadership.
• Assist with onboarding and offboarding by arranging desk setup, access requests, technology needs, and employee resources.
• Help manage facilities tasks such as maintenance coordination, safety compliance, and keeping the office ready for use.
• Oversee company swag, fulfillment, and inventory for recruiting efforts, internal programs, and customer events.
• Serve as a go-to contact for employees, vendors, and visitors while helping maintain a positive workplace environment.

Qualifications

• At least 8 years of experience supporting executives, office operations, or workplace management in a fast-paced startup or technology environment.
• Demonstrated ability to juggle multiple priorities, complex calendars, and tight deadlines with strong attention to detail.
• Background in arranging travel, meetings, events, vendor interactions, and office logistics.
• Excellent written and verbal communication skills, with the ability to engage professionally with executives, employees, customers, and outside stakeholders.
• Highly organized, resourceful, and proactive, with strong problem-solving ability and consistent follow-through.
• Proven track record of managing confidential information with care and professionalism.
• Experience supporting remote and hybrid teams, including onboarding, equipment coordination, and employee assistance.
• Comfort using collaboration and productivity tools such as Google Workspace, Microsoft Office, Slack, Zoom, and project management platforms.
• Willingness to use AI tools and automation technology to improve workflows and operational efficiency.
• Ability to adapt quickly in a startup environment where priorities and business needs change often.
• Strong interpersonal skills and a collaborative, service-minded approach to supporting people and culture.
• Experience with budgeting, expense tracking, inventory management, or facilities coordination is an advantage.

Why Join

• Be part of an advanced SaaS company helping shape the future of AI-powered enterprise procurement.
• Work alongside global innovators and respected industry leaders.
• Join a flexible, growth-focused, and innovation-led workplace.
• Play an important role in supporting the long-term success of ORO Labs.

Additional Information

This is a full-time position based on-site in Mountain View, California. The role requires 8+ years of experience and is centered on supporting executives and office operations in a fast-paced environment.