Executive Assistant Operations Manager

Company: Spade Technologies, Inc. company

Job Schedule: Full time

Job Location: Remote or Hybrid (Spade will be opening an office in the Twin Cities, MN)

Company Headquarters Location: San Francisco, CA

Job Posting Date: November, 2025

Reports to: CEO

Benefits: Health, dental, vision insurance, PTO

ABOUT SPADE

Spade's primary goal is to create the market leading technology platform for both on-farm and downstream entities in the dairy ecosystem. As this goal is realized, Spade will expand to provide transformative technology across the entire food chain, creating "food chain intelligence".

POSITION OVERVIEW

Spade is seeking a highly organized, proactive, and exceptionally detail-oriented Operations Manager & Executive Assistant to provide comprehensive support to our Chief Executive Officer (CEO), Executive Leadership Team (ELT), and key business functions. This dynamic role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, ELT, and critical operations, requiring a high degree of professionalism, discretion, and problem-solving skills.

The ideal candidate will be a master of prioritization, a skilled communicator, and thrive in a fast-paced environment, ensuring the smooth and efficient operation of the executive office and contributing to the overall success of the business.

KEY RESPONSIBILITIES

·     Executive Support to CEO and ELT:

o  Primary Point of Contact: Act as the first point of contact for all internal and external inquiries directed to the CEO and ELT, triaging communications, and responding or redirecting as appropriate with a high level of professionalism and discretion.

o  Calendar Management: Proactively manage complex calendars for the CEO and ELT, including scheduling meetings, appointments, and travel, resolving conflicts, and ensuring all necessary information is provided.

o  Meeting Preparation & Support: Prepare comprehensive meeting materials (agendas, presentations, reports), coordinate logistics, take accurate minutes, and track action items to ensure timely follow-up.

o  Travel Coordination: Arrange detailed domestic and international travel itineraries, including flights, accommodation, ground transportation, and visa requirements.

o  Communication Management: Draft, edit, and proofread correspondence, presentations, and other documents for the CEO and ELT, ensuring accuracy, clarity, and adherence to company standards. Manage incoming and outgoing communications, including emails and phone calls.

o  Expense Reporting: Prepare and submit accurate expense reports for the CEO and ELT in a timely manner.

o  Confidentiality: Handle highly sensitive and confidential information with the utmost discretion and integrity.

·     Operations Management:

o  Office Management & Logistics: Oversee general office operations, ensuring a well-maintained and efficient work environment. This may include managing office supplies, equipment maintenance, vendor relations, and mail distribution.

o  Project Coordination: Assist with the coordination of various business projects, tracking progress, and ensuring deadlines are met.

o  Data Management: Maintain and organize critical business documents, databases, and records, ensuring easy accessibility and accuracy.

o  Event Planning: Assist with the planning and execution of company events, meetings, and conferences, both internal and external.

o  Process Improvement: Identify opportunities to streamline administrative and operational processes to improve efficiency and productivity.

o  Stakeholder Relations: Facilitate effective communication and collaboration between the CEO/ELT and various internal departments, external partners, and clients.

QUALIFICATIONS & EXPERIENCE

·     Bachelor's degree preferred, or equivalent experience.

·     Minimum of 2 years of experience in an executive assistant, administrative assistant, or operations support role, ideally supporting senior leadership.

·     Proven ability to manage multiple priorities, work independently, and meet deadlines in a fast-paced environment.

·     Exceptional organizational skills and meticulous attention to detail.

·     Strong written and verbal communication skills, with the ability to communicate effectively with diverse audiences.

·     Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with relevant project management or communication tools.

·     High level of professionalism, integrity, and discretion when handling confidential information.

·     Proactive and resourceful with a strong problem-solving aptitude.

·     Ability to anticipate needs and take initiative.

·     Adaptability and willingness to learn new systems and processes.

WHAT WE OFFER

·     Competitive salary and performance-based incentives (target range: $65K–$85K, depending on experience and location).

·     Comprehensive benefits package, including health, dental, vision.

·     Professional growth opportunities in a dynamic, innovative company.

·     Collaborative and inclusive workplace culture.