Executive Assistant

onepot is a chemistry automation company building the infrastructure for faster small-molecule discovery. We run real chemistry — on robotic platforms and in our own wet lab — to make molecules that are hard to get anywhere else. We’re a small, fast-moving, venture-backed team, and we’re hiring our first Executive Assistant & Operations Associate to become the operational backbone of the company. About the Role This role exists to keep the founders, team, lab logistics, vendors, recruiting, shipping, and finance workflows moving smoothly, so the company can stay focused on science, customers, and growth. This is a high-trust, high-ownership role. It starts as an EA/operations role and can grow toward Chief of Staff or operations leadership as the company scales, depending on company needs and individual performance. Responsibilities Manage founder calendars, scheduling, travel, expense reports, meeting prep, and follow-through. Help prepare for conferences, customer meetings, investor meetings, team events, and external visits. Track action items and make sure important work does not fall through the cracks. Office and facilities operations Keep the office and lab support areas stocked, organized, and running well. Coordinate with building management, vendors, service providers, and external contractors. Own supplies, snacks, office needs, and the small details that make the space functional. Lab logistics — non-scientific Receive reagent, building-block, equipment, and consumable deliveries. Coordinate dry-ice, cold-chain, and customer shipments. Help manage customs/import paperwork and shipment documentation. Procurement and vendor management Source and place purchase orders for supplies, reagents, consumables, equipment, and services. Track delivery timelines and follow up with vendors. Help negotiate pricing, manage contracts, and coordinate renewals. Safety, compliance, and records Maintain safety onboarding records, SDS documentation, waste-disposal receipts, and service/calibration records. Help coordinate hazardous-waste pickup, equipment service, inspections, and other operational compliance needs. People operations Coordinate recruiting, interviews, candidate communication, and onboarding. Support payroll and HR administration. Help with new-hire onboarding, offboarding, and team logistics. Finance operations Support accounts payable, accounts receivable, customer invoicing, and payment follow-up. Coordinate with our bookkeeper and help keep finance workflows organized. Growth projects As you build trust, this role can expand into special projects, cross-functional execution, metrics tracking, internal operating systems, investor-relations support, and broader company operations. Qualifications You have 3+ years of experience as an Executive Assistant, operations coordinator, office manager, founder associate, or similar role in a fast-paced environment. You are exceptionally organized and proactive. You notice problems before other people do and run them to completion. You communicate clearly in writing and can represent the company professionally with vendors, candidates, customers, and partners. You are comfortable with ambiguity and changing priorities. You are trustworthy with confidential business, financial, personnel, and customer information. You are excited to work in and around a wet-lab environment. No chemistry background is required. You are based in the Bay Area and able to work from our office full-time. Required Skills Experience at a startup, biotech company, hardware company, lab, or deep-tech company. Familiarity with tools like Gusto/Rippling, Pilot, Brex, Mercury, Notion, Google Workspace, or procurement systems. Experience with shipping, facilities, recruiting coordination, bookkeeping support, or vendor management. Interest in growing toward Chief of Staff, operations leadership, or company-building roles. Equal Opportunity Statement At onepot, operations are not back-office busywork. They directly affect whether our team can run experiments, ship compounds, serve customers, hire great people, and move faster than much larger companies. The right person in this role will make the entire company better. #J-18808-Ljbffr onepot