Executive Assistant & Office Manager

About ASTERRA

ASTERRA is a global technology company specialising in satellite-based analytics for infrastructure and environmental management. Our mission is to use advanced radar and geospatial intelligence to drive sustainable, data-based solutions in water, energy, and transportation. Through innovation and impact-driven technology, ASTERRA empowers organizations worldwide to make smarter operational decisions.

About the Job

We are seeking a highly organized, proactive, and trustworthy Executive Assistant & Office Manager

to oversee daily operations at our San Diego office and provide direct executive support to the CEO.

The role blends operational, administrative, and people-oriented responsibilities, ensuring a smooth office environment, strong employee experience, and effective coordination across global teams. The ideal candidate brings experience from the tech industry, thrives in fast-paced environments, and demonstrates exceptional professionalism, discretion, and interpersonal skills.

Key Responsibilities

1. Executive Support to the CEO

- Manage the CEO’s complex calendar, coordinating priorities across multiple time zones.

- Handle travel arrangements, itineraries, conference logistics, and support for the CEO, Board members, and visitors.

- Prepare documents, presentations, and approvals for internal and external engagements.

- Handle confidential information with discretion and ensure smooth daily executive operations.

- Serve as a trusted point of contact for internal and external stakeholders.

2. Office Management & Operations

- Oversee day-to-day operations of the San Diego office, ensuring a professional and efficient workspace.

- Manage relationships with building management and service providers (IT, maintenance, and vendors).

- Maintain office and kitchen supplies, handle procurement, and coordinate catering needs.

- Support onsite meetings, external events, offsites, and occasional administrative errands.

- Responsible for registering the company with relevant local authorities or tax agencies in every state where sales activities occur, ensuring full compliance with legal and regulatory requirements.

3. Employee Experience & Engagement

- Lead local initiatives aimed at strengthening employee engagement, culture, and team connection.

- Organize team events, celebrations, Happy Hours, and holiday gifting.

- Provide thoughtful support for employees during personal or milestone occasions.

- Collaborate with the global HR team to ensure alignment with ASTERRA’s culture and communication.

4. HR & People Operations Support

- Support HR processes including onboarding, offboarding, and employee documentation.

- Maintain accurate employee records and ensure compliance with U.S. employment guidelines.

- Assist with recruitment logistics including job postings, interview scheduling, and candidate communication.

- Support payroll and benefits of coordination using ADP, HiBob, and related HR systems.

- Assist with Employee Handbook updates and implementation of new policies and procedures.

What you’ll need

- 5+ years of experience as an Executive Assistant, Office Manager, or similar role, preferably in tech.

- Experience with payroll and benefits coordination.

- Experience in both corporate environments and fast-growing startups preferred.

- Strong ability to manage executive calendars, logistics, and sensitive information.

- Excellent organizational, multitasking, and problem-solving skills.

- Warm, professional communication style with strong interpersonal skills.

- Proactive, resourceful, and able to anticipate needs before they arise.

- Proficiency in Microsoft Office and HRIS systems (HiBob, ADP, Ease).

- Experience with payroll and benefits coordination.

- Flexibility to be onsite as needed for operational tasks or events.

- Bachelor's degree in business administration, HR, or related field preferred.

Advantages

- Experience working with international teams.

- Background in tech or innovation-driven organisations.

- Experience supporting senior executives in a global company.

- Familiarity with event coordination or office culture-building activities.

Why Join Us?

- Contribute to sustainability and infrastructure innovation powered by cutting-edge Earth Observation technology.

- Play a key role in ASTERRA’s culture, operations, and employee experience.

- Collaborate with a global, mission-driven, and supportive team.

- Hybrid work model.

- Competitive salary and comprehensive social benefits.

- Opportunities for professional growth, learning, and long-term career development.