Office Manager & Executive Assistant

Specular Theory, Inc. is an award-winning immersive technology company with over 12 years of experience delivering successful VR/AR experiences for consumer and enterprise markets—including high-value training solutions for the U.S. Air Force. We produce end-to-end, driving both the creative and technical execution, and we’re built on a culture of creativity, experimentation, and innovation.

If you’re excited by an environment that pushes the limits of AI and immersive technology, you’ll feel at home here. You’ll work on groundbreaking projects, collaborate with top talent, and help shape what’s next.

Join our growing tech startup as a full-time, in-office Office Manager & Executive Assistant reporting directly to the CEO. In this hybrid role, you will be the hub of our office operations, ensuring smooth execution and providing high-level support to the CEO. You’ll oversee day-to-day office administration and vendor management, assist with HR coordination and onboarding, and manage the CEO’s calendar, travel, and meeting logistics.

This position is ideal for a proactive professional who enjoys wearing many hats and thrives in a dynamic, fast-paced environment.

• Run day-to-day office operations: Keep the office organized and running smoothly—supplies, facilities, vendor relationships, and overall workspace readiness. Serve as the primary point of contact for building management on maintenance, repairs, and office needs.
• Events & meeting coordination: Plan and execute team meetings, office events, and company gatherings (scheduling, venues, catering, invites). Support meeting prep as needed and help track follow-ups.
• People ops / HR support: Help with hiring logistics (posting roles, coordinating candidate pipeline/trackers, scheduling interviews, reference checks) and onboarding (materials, setup, basic guidance). Partner with HR and outside employment-law support as needed; maintain and update the new-employee guides and all office-related procedures.

• Calendar & travel management: Own the CEO’s calendar—schedule meetings and appointments, resolve conflicts, and ensure meetings are set up for success. Coordinate business travel (flights, lodging, transportation, itineraries).
• Executive liaison: Screen and triage communications, interface with external partners, and route messages/requests to the CEO and team appropriately.
• Confidential admin: Handle sensitive information with discretion; stay calm, proactive, and solutions-oriented under changing priorities and last-minute requests.
• General admin support: Support the CEO and leadership team with reports, presentations, expense tracking, special projects, and general operational help—whatever keeps the team moving.
• Personal support (part of the role): Coordinate personal appointments and travel, manage reservations (restaurants/events/activities), handle life-admin errands (returns, shipping, pickups, basic shopping), research purchases/services and present options, manage subscriptions/renewals, and maintain light personal filing/record-keeping. Support occasional personal projects as needed.

• Partner with the CMO to plan and run trade shows—budgets, approvals, vendor coordination, marketing materials, travel, and booth setup. Support onsite logistics (meals, transportation, supply runs), coordinate follow-ups, and help lead post-event debriefs and action items.

• Experience: Prior EA/office management experience in a fast-paced tech, entertainment, or startup environment.
• Microsoft tools: Strong proficiency with Microsoft Teams, Outlook, Excel, Word, and the broader Microsoft Office Suite (comfortable managing calendars, spreadsheets, and day-to-day communication).
• Core skills: Highly organized, great at prioritizing, clear communicator, and trusted with confidential information.

• Proactive + resourceful: You anticipate needs, solve problems quickly, and keep things moving without being asked.
• Detail-driven: You bring order to chaos and make the office (and the CEO’s day) run…