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Salary: USD 75,000 - 90,000 / annual
Mach Industries, founded in 2023, is a rapidly growing defense technology company with ~350 employees focused on developing next-generation autonomous defense platforms. The company operates with startup agility while advancing scalable, decentralized defense systems for the U.S. and its allies.
You will serve as Office & Events Manager, overseeing daily office administration, coordinating company events, and providing administrative support to executive leadership. This is a hands-on, central coordination role for office administration, employee engagement, company events, and executive needs. You'll thrive in a fast-paced environment, managing competing priorities with exceptional attention to detail while maintaining a professional and welcoming office.
Key responsibilities include:
**Office Management & Administration**: Oversee daily office operations, manage supplies and inventory, serve as primary contact for office inquiries and visitors, coordinate mail/deliveries, manage vendor relationships (office supplies, catering, services), assist with administrative budgets and procurement, develop office procedures and systems, and coordinate with HR/IT on onboarding and employee needs.
**Workplace & Office Operations**: Ensure office spaces remain organized, functional, and professional. Coordinate supplies, amenities, furniture, and employee support. Support conference rooms, collaboration spaces, breakrooms, and executive areas. Coordinate with Facilities on building issues, partner with IT/Security on workstation moves and access, support workplace readiness for new hires and events, manage workplace vendors, and monitor employee feedback for continuous improvement.
**Event Planning & Employee Engagement**: Lead planning and execution of company events, all-hands meetings, team-building activities, holiday celebrations, and milestones. Manage event logistics including venue selection, catering, vendor coordination, transportation, equipment, setup, and breakdown. Develop and manage event budgets and timelines. Partner with HR and leadership on employee engagement initiatives. Coordinate executive and VIP visits.
**Executive & Leadership Support**: Provide administrative and logistical support to designated executives. Assist with calendar management, meeting coordination, scheduling, and preparation. Coordinate meeting logistics, catering, technology, and materials. Support executive travel planning when required. Coordinate VIP visits and workplace readiness. Manage competing priorities and identify scheduling conflicts. Prepare meeting materials and agendas. Handle sensitive and confidential information with professionalism and discretion.
**Cross-Functional & General Operations**: Assist with special projects and organizational initiatives. Identify opportunities to streamline processes and improve efficiency. Maintain accurate records and vendor information. Demonstrate flexibility to support duties beyond traditional office management as business needs evolve.
**Requirements**
- 3-5+ years of professional experience in office management, executive administration, hospitality, event management, or related field
- Demonstrated experience supporting senior executives or executive leadership teams in fast-paced professional environments
- Strong organizational and project management skills with ability to manage multiple priorities and competing deadlines
- Experience independently planning and executing corporate events, meetings, and employee engagement activities
- Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and common productivity tools
- Excellent written and verbal communication skills with high degree of professionalism and interpersonal awareness
- Demonstrated ability to handle sensitive and confidential information with discretion
- Experience managing vendors, coordinating services, tracking budgets, and processing purchase requests
- Strong problem-solving skills, resourcefulness, and ability to operate independently with minimal supervision
- Willingness to be hands-on and support evolving administrative needs in dynamic startup environment
- Ability to occasionally lift, move, or arrange office supplies and event materials weighing up to 25 pounds
- Flexibility to support occasional early morning, evening, or weekend events based on business needs
- Willingness to travel occasionally to other Mach locations or offsite company events
- Must be U.S. citizen, national, lawful permanent resident, Refugee, or Asylee, or eligible to obtain required authorizations from U.S. Department of State (ITAR requirement)
**Preferred Qualifications**
- 5+ years of progressive experience in office management, executive administration, business operations, or related field, preferably supporting senior leadership in fast-paced organization
- Bachelor's degree in Business Administration, Hospitality Management, Communications, or related discipline
- Experience coordinating complex meetings, executive visits, events, travel, or leadership offsites
- Experience supporting high-growth technology, aerospace, defense, advanced manufacturing, or startup environments
- Experience managing office moves, expansions, renovations, and tenant improvement projects
- Familiarity with accessibility requirements, building codes, and workplace planning best practices
- Experience managing workplace vendors, furniture dealers, and design consultants
- Familiarity with workplace utilization and occupancy data
