Operations & Executive Coordinator

Eka Robotics

Eka Robotics is on a mission to build intelligence for the physical world - robots that are fast, general, and reliable. Our approach, grounded in physics, unlocks superhuman capabilities. We are defining the frontier of robotics research and deployment.

Our team consists of pioneers in robotics and machine learning and skilled operators. We are now hiring to scale our efforts. We are looking for hands-on individuals who are excited to help shape the future of robotics.

Role Overview

We are looking for an Operations & Executive Coordinator to serve as the operational backbone of Eka Robotics. This role is a blend of high-level executive support and hands-on office operations. You will be the primary point of contact for our leadership team’s logistics while ensuring our physical office and administrative systems run like clockwork. This role requires a unique mix of professional presence, meticulous attention to detail, and a "no task is too small" mentality.

Responsibilities

• Executive Coordination: Serve as a strategic support for leadership, managing complex, shifting calendars and prioritizing time-sensitive requests; coordinate travel and handle detailed expense reporting.

• Financial Support: Streamline our Accounts Payable & Receivable workflows. Take ownership of the vendor onboarding process (e.g., W9 collection, ACH setup), manage team-wide expense reconciliation to support our accounting work-streams

• Document Control: Coordinate the execution of critical legal and corporate documents. Manage our digital signature platforms (e.g., Dropbox Sign) for NDAs, customer agreements, and board resolutions, ensuring all records are organized and accessible.

• Office & Facilities Management: Lead the day-to-day operations of our workspace such as managing our relationship with building ownership, overseeing service providers (e.g., janitorial, maintenance), and ensuring the office is always “tour-ready” for visiting candidates, investors, or potential partners.

• Supply Chain Logistics & Procurement: Manage the intake and outbound logistics for the company's hardware. Oversee shipping and receiving for domestic and international freight, coordinate customs documentation, track large component deliveries, and ensure all incoming equipment is properly routed.

• Team Culture & Logistics: Own the day-to-day office experience, including stocking supplies / snacks. Drive the planning and execution of monthly social initiatives and offsites that strengthen our team's cohesion.

• Operational Troubleshooting: Serve as the go-to person for administrative hurdles, ensuring the engineering team can remain focused on technical breakthroughs.

Qualifications

• 3-5+ years of experience in an EA, Office Manager, or Operations Coordinator role, preferably in a high-growth startup, venture capital, or professional services environment.

• Professional Presence: Exceptional verbal and written communication skills with the "polish" required to interface with senior external stakeholders and investors.

• Hyper-Organized: You are a master of logistics who can juggle competing priorities without letting details slip through the cracks.

• Technical Savvy: Proficiency with modern productivity tools (Google Workspace, Slack, Zoom) and administrative platforms (Dropbox Sign, Rippling, or similar).

• Reliability & Discretion: Proven ability to handle sensitive information and high-pressure scheduling with calm and confidentiality.

• Proactive Ownership: You see what needs to be done before you are asked, whether it’s a scheduling conflict or a low snack drawer, and you take care of it.

• Physical Presence: This is an in-office role based at our headquarters to ensure seamless management of our facilities and team culture.

• Education: Bachelor’s degree from an accredited institution.