Executive Assistant and Operations Specialist

About Switch Bioworks 

Switch Bioworks, the living fertilizer company, spun out of Stanford University in 2022 and is headquartered in San Carlos, CA. The company's internationally trained team of experts develops microbes that produce sustainable nitrogen fertilizer powered by next-generation synthetic biology. As part of the growing global bioeconomy, Switch Bioworks pledges its mission to improve planet health while also dropping the price of fertilizer at the farm gate.

About the Position 

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant & Operations Specialist to support our executive leadership team and ensure the smooth operation of our corporate infrastructure. This role is crucial for maintaining the efficiency of our C-level executives and serving as the operational backbone of our San Carlos headquarters. The successful candidate will manage the executive team’s time, serve as a central point of communication, and own critical administrative, business and operations infrastructure, compliance, and third-party vendor relationships.

This role is ideal for a self-starter who thrives in a fast-paced, science-based startup environment, comfortable wearing multiple hats and building operational processes from the ground up.

This role is ideal for a passionate, proactive, detail-oriented leader preferably with a track record in early-stage, science-based companies. 

Objectives & Responsabilities 

Administrative and Executive Support

• Calendar & Time Management: Manage complex and dynamic C-level calendars, proactively scheduling meetings and travel, protecting time for deep work, recovery, and key relationships.
• Communication Management: Support polished, timely, and professional communications with internal and external stakeholders. Serve as a crucial bridge between leadership and the team, fielding requests and drafting correspondence.
• Meeting & Event Coordination: Own all logistics for company-wide meetings (e.g., all-hands, board meetings), offsites, and other internal/external events, ensuring smooth execution from planning to follow-up.

Operational Infrastructure & Vendor Management

• Corporate Infrastructure: Manage and maintain corporate infrastructure, organize critical records, and process all legal/administrative documents.
• Third-Party Relationship Management: Coordinate and manage key third-party vendor relationships, including IT support, SaaS subscriptions, and other operational services.
• Office & Facilities Management: Own all aspects of office management, including supplies (printers, stationary, break room stock), facilities maintenance, and ensuring a functional and pleasant workspace.
• People Operations Support: Own and manage the logistics for onboarding & offboarding new and departing employees, and serve as the day-to-day point of contact for the TriNet relationship and related infrastructure.
• Company Website: Maintain and update the company website as directed.

Compliance and Training Support 

• Mandatory Training Coordination: Schedule, track, and ensure the timely completion of mandatory company training (e.g., harassment prevention, safety protocols) for all employees, leveraging platforms like TriNet.
• Policy & Compliance Records: Assist in maintaining organized and accessible records for key corporate compliance documents and required regulatory filings, working under the direction of the CFO.

Special Projects

• Project Management: Take ownership of special projects that don’t clearly fall into another function (self-initiated or manager-assigned), ensuring consistent progress and momentum, within reasonable scope.

Characteristics of a Successful Candidate

• Authorization to work full-time in the US required.
• Ability to be on-site in the California Bay Area most days of the week required.
• 4 years of experience as an Executive Assistant, Operations Specialist, or similar role, ideally in a fast-paced, high-growth, or science/tech startup environment.
• Exceptional organizational skills and a keen attention to detail, with a proven ability to manage multiple priorities simultaneously.
• Expert proficiency with Google Workspace (Calendar, Docs, Sheets) and communication tools.
• Proven experience managing vendor relationships (especially IT) and ensuring service delivery.
• Strong verbal and written communication skills, with the ability to maintain professionalism and strict confidentiality.
• Demonstrated ability to be proactive, anticipate needs, and solve problems independently.
• Experience with office management and HR/onboarding administration (TriNet experience is a plus).
• Comfortable wearing multiple hats and building administrative processes from the ground up.