Executive Admin & Office Operations Specialist

Piston Technologies Inc; Cupertino (CA); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Early-stage startup equity

Job summary

Piston Technologies Inc. is seeking an Administrative Assistant to help keep our team organized, support recruiting, and coordinate operations across our Cupertino office. You’ll work closely with leadership to manage calendars, travel, expense reports, and office logistics while maintaining confidential information with discretion.

You’ll coordinate onboarding and offboarding, support vendors, and help standardize processes as we scale. This is a full-time onsite role in Cupertino.

Qualifications

• 2+ years of experience in administrative support, office coordination, recruiting coordination, or a related role.
• Strong organizational skills and attention to detail.
• Clear, professional written and verbal communication.
• Ability to manage multiple requests, prioritize effectively, and follow through reliably.
• Comfort using Google Workspace, calendars, spreadsheets, and collaboration tools.
• Good judgment and discretion when handling confidential employee, candidate, and business information.
• A practical approach to solving problems and willingness to learn new tools and processes.
• Ability to work onsite in Cupertino and travel occasionally to other office locations.

Responsibilities

• Support recruiting by maintaining job postings, scheduling interviews, and communicating with candidates in Greenhouse.
• Coordinate with hiring managers to gather feedback and move the process forward.
• Assist onboarding including paperwork, orientation schedules, and equipment delivery.
• Manage day‑to‑day office operations, supplies, and facilities needs.
• Maintain inventory of laptops, monitors, phones, furniture, and other assets.
• Support executive calendars and travel arrangements.
• Prepare expense reports and route invoices to teams.
• Identify ways to improve recurring processes.

Skills

Organizational skills

Written communication

Managing multiple requests

Attention to detail

Discretion with confidential info

Tools

Google Workspace

Spreadsheets

Calendars

Greenhouse (ATS)

Job description

Piston Technologies Inc. is seeking an Administrative Assistant to help keep our team organized, support recruiting, and coordinate operations across our Cupertino office. You’ll work closely with leadership to manage calendars, travel, expense reports, and office logistics while maintaining confidential information with discretion.

You’ll coordinate onboarding and offboarding, support vendors, and help standardize processes as we scale. This is a full-time onsite role in Cupertino.