Administrative Assistant

**Piston** Administrative Assistant; $75K–$95K + early-stage equity; Cupertino, CA (On-site)

**About Company** Piston is a payments company starting with how fleets manage fuel. Its cardless payments platform connects commercial fleets with fuel stations, with mobile authorization at the pump, real-time spend visibility by driver and vehicle, and built-in fraud detection. Piston raised a $15M Series A led by FPV Ventures with Spark Capital and Pear VC ($22.5M raised to date). Payment volume grew 8x year over year, and Piston is live at 2,000+ fuel stations across 48 states. Founders Vikram Sekhon and Shivam Shah both ran their own fleets and experienced fuel-card fraud firsthand.

**About the Role** This role is the operational backbone for a fast-growing startup with no one currently owning these tasks. The person keeps three offices running, supports recruiting and onboarding, and picks up the ad hoc projects that land on the founders. It is not a personal calendar-management EA seat. In the first 30 days they learn existing processes, by 60 days they build structure around recurring ones, and by 90 days they own them with minimal handover.

**Responsibilities** - Keep three offices running: vendors, internet and telecom, equipment, asset inventory, and office moves. - Coordinate board meetings, visiting guests, and in-office interviews. - Arrange business travel and support expense reports and events. - Support recruiting operations: job postings, interview scheduling, candidate communication, and onboarding and offboarding. - Own ad hoc projects such as merch drops and mailings to merchant partners. - Build structure and documentation around recurring processes.

**Required Skills** A. 2+ years of administrative, executive assistant, or office coordination experience. B. Experience running office operations, such as vendors, travel, visitors, and events. C. Google Workspace proficiency. D. Able to work on-site five days a week in Cupertino.

**Bonus Skills** - Recruiting coordination or ATS experience. - Executive calendar and travel support. - Multi-office or vendor coordination. - Expense management and event coordination. - AI and automation tool usage. - Startup experience.

**Logistical Info** - Location: Cupertino, CA, on-site five days a week. No relocation or visa sponsorship for this role. - Compensation: $75K–$95K base + early-stage equity. - **Other:** Unlimited PTO; health insurance with 90% of base plans covered; flexible, get-it-done culture.

**Ideal Background** - Startup executive assistants or office managers are the strongest fit; executive assistants from larger companies, including big banks, are fine too. - Strong archetype: a "GP's EA" at a small office who runs everything for that office despite an EA title. - Entrepreneurial or self-employed backgrounds, such as independent real estate agents, are a plus. - Not a fresh-grad role. Shivam will meet one or two borderline-junior candidates if the recruiter vouches for them. - Comp note: client says there's room above $75K–$95K for the right person; confirm before going above. Equity isn't set yet and will be negotiated per candidate, so favor candidates who value early-stage equity.

**Example Candidates** - https://www.linkedin.com/in/-anne-wong/

**Green Flags** - Steady tenure with long stints. - Resourceful, street-smart, and self-directed. - Has built structure and processes in prior roles. - Real office, visitor, and travel logistics experience.

**Red Flags** - Frequent moves, especially leaving for the next small raise. - Needs training or hand-holding; wants a pure personal-calendar EA role. - Needs relocation or visa sponsorship.

**Interview Process** 1. Video interview with Shivam Shah (co-founder). 2. In-person interview with Shivam Shah and Vikram Sekhon (CEO), who make the final decision.