Administrative Assistant

Piston • Lehi, Utah, United States • • 3d ago

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About Piston

Piston is a payments company starting by revolutionizing how fleets manage their fuel payments. We're a Series A company backed by some of the best investors in the world, including Pear, Spark, and FPV—the same firms behind Anthropic, Dropbox, DoorDash, and Canva. We're building the financial backbone for the trucks and fleets that move the economy, and we're just getting started.

Role Overview

We're hiring an Administrative Assistant to help keep our team organized, support recruiting, and coordinate operations across our office locations.

You'll work closely with leadership and teams across Piston to support daily operations, coordinate projects, and help move new initiatives forward. Your responsibilities will evolve as the company grows, with opportunities to improve processes and take ownership of new areas. We're looking for someone organized, resourceful, and dependable who can navigate changing priorities, spot what needs attention, and follow through—whether the task is familiar or something they're figuring out for the first time.

Key Responsibilities

Recruiting & Employee Support

Support recruiting by maintaining job postings, scheduling interviews, communicating with candidates, and keeping records current in Greenhouse.
Coordinate with hiring managers to collect feedback, track next steps, and keep the hiring process moving.
Help coordinate onboarding, including paperwork, orientation schedules, workspace preparation, and equipment delivery.
Support offboarding checklists, equipment returns, and access-related requests in coordination with the appropriate teams.

Office & Asset Coordination

Help manage day-to-day operations across our offices, including supplies, deliveries, meeting spaces, and employee requests.
Coordinate with landlords, building management, cleaning services, maintenance providers, and other office vendors.
Maintain an accurate inventory of laptops, monitors, phones, furniture, and other company assets, including their location, assignment, and condition.
Coordinate approved purchases, equipment shipments, transfers, repairs, and returns.
Track vendor renewals, outstanding requests, and office needs, following up before they become problems.
Visit other office locations occasionally to support setup, inventory checks, and operational needs.

Administrative & Executive Support

Support executive calendars, schedule meetings across time zones, resolve conflicts, and coordinate meeting logistics.
Arrange business travel, including flights, hotels, ground transportation, and itineraries.
Help prepare expense reports, organize receipts, and route invoices and purchasing documentation to the appropriate teams.
Maintain organized documents, shared files, contact lists, and administrative trackers.
Help coordinate team meetings, company events, offsites, catering, and visitor arrangements.
Track action items, send reminders, communicate progress, and follow up on open administrative tasks.
Identify practical ways to improve recurring processes and make everyday work easier for the team.

Qualifications & Requirements

Must-have:

2+ years of experience in administrative support, office coordination, recruiting coordination, or a related role.
Strong organizational skills and attention to detail.
Clear, professional written and verbal communication.
Ability to manage multiple requests, prioritize effectively, and follow through reliably.
Comfort using Google Workspace, calendars, spreadsheets, and collaboration tools.
Good judgment and discretion when handling confidential employee, candidate, and business information.
A practical approach to solving problems and willingness to learn new tools and processes.
Ability to work onsite in Lehi and travel occasionally to other office locations.

Nice-to-have:

Experience supporting recruiting teams or using Greenhouse or another applicant tracking system.
Experience coordinating multiple offices, vendors, or company equipment.
Experience supporting executive calendars and business travel.
Familiarity with expense-management tools, purchasing processes, and event coordination.
Experience using AI and automation tools to make routine administrative work more efficient.
Experience working at a startup or growing company.

What Success Looks Like

Candidates and employees receive timely, organized support.
Interviews, meetings, and travel arrangements are coordinated accurately.
Offices have the supplies, equipment, and services they need.
Asset records are current, and equipment assignments and returns are accounted for.
Administrative requests have clear next steps and consistent follow-through.
Leadership and teams can rely on you to anticipate needs and resolve everyday operational issues.