Executive Operations Manager — Office of the CEO

Executive Operations Manager — Office of the CEO

Work arrangement: Full-time, primarily on-site

Spectacular Labs is building Spectacular One Touch, a fully automated tabletop platform for molecular food-pathogen testing.

Our system combines enrichment, sample preparation, molecular detection, and cloud-based reporting in a sealed cartridge. Our goal is to make reliable pathogen testing faster, simpler, and available directly at food-production facilities without requiring a traditional microbiology laboratory.

We are an early-stage technical company working across biotechnology, mechanical engineering, electronics, firmware, software, manufacturing, and food safety.

We are hiring an exceptional Executive Operations Manager to work directly with our CEO and help run the operating system around the company.

This is not a conventional administrative-assistant position, and it is not a strategy-only Chief of Staff role.

You will manage the CEO’s priorities, calendar, commitments, and decision flow while ensuring that important work across engineering, biology, manufacturing, customers, grants, recruiting, finance, and external partnerships reaches completion.

The central purpose of the role is simple:

Important work should not be forgotten, delayed, or depend on the CEO personally chasing it.

You will turn fast-moving conversations, meetings, and ideas into clear owners, deadlines, decisions, and completed outcomes.

• Actively manage and prioritize the CEO’s calendar
• Protect time for strategic, technical, and customer-critical work
• Evaluate meeting requests and determine where the CEO is truly required
• Prepare daily and weekly priorities
• Coordinate travel, conferences, and complex itineraries
• Organize information before important meetings and decisions
• Draft routine correspondence and follow-up communications
• Maintain a clear queue of decisions requiring CEO input
• Triage incoming requests and route work to the appropriate owner

• Capture commitments made in meetings and conversations
• Assign clear owners, deadlines, and definitions of completion
• Follow up persistently until work is completed
• Surface blockers before they become emergencies
• Maintain the company’s central task and commitment system
• Prepare and help run the weekly operating review
• Track cross-functional initiatives involving multiple teams
• Ensure every important project has an owner, next action, and deadline

• Coordinate recruiting logistics, candidate communication, and interview schedules
• Manage document collection, signature routing, and organized recordkeeping
• Coordinate routine vendor, supplier, and professional-service communication
• Track purchasing, shipments, and delivery commitments with functional owners
• Coordinate payroll, payment, and financial-administration inputs with external specialists
• Manage grant calendars, supporting documents, and partner coordination
• Support customer demonstrations, conferences, and site visits
• Build repeatable processes for activities currently handled informally

Within your first 90 days:

• Every major company commitment has one owner and one deadline
• The CEO has a clear and prioritized decision queue
• Routine travel, scheduling, and administrative coordination no longer require CEO execution
• Important meetings have agendas and preparation materials in advance
• Action items are documented, assigned, and followed through
• Overdue commitments are visible and escalated
• Recruiting and interview logistics run without CEO coordination
• Payroll, vendor, grant, and document deadlines are proactively managed
• The CEO’s calendar contains substantially more strategy, product, customer, and leadership time
• The organization has one reliable source of truth for priorities and follow-through

You are exceptionally organized, but organization alone is not enough. You are also assertive, resourceful, discreet, and comfortable taking ownership in an ambiguous environment.

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