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Vaulted is a carbon removal and waste management company that permanently sequesters organic waste deep underground, protecting the environment while removing carbon from the atmosphere. The company has grown to 70+ employees across Houston, San Francisco, and Kansas, and recently signed the second-largest carbon removal offtake agreement with Microsoft (July 2025).
As Office Manager, you will be the operational backbone supporting Vaulted's rapid expansion. You'll report to the executive team and manage multiple operational domains:
**Administrative & Executive Support:** Manage calendars, travel logistics, and meeting coordination across multiple time zones for senior leadership. Maintain confidentiality and discretion when handling sensitive executive matters.
**Office & Facilities Management:** Oversee a professional, well-supplied office environment. Manage vendor relationships for building operations, equipment, supplies, and facility needs. Support employee onboarding and offboarding, including equipment ordering and setup.
**Business Operations:** Help evolve internal processes and technology infrastructure to strengthen day-to-day execution as the company scales.
**Event Planning & Coordination:** Plan and execute company events including team meals, celebrations, offsites, All Hands meetings, leadership retreats, board meetings, and holiday events. Coordinate logistics and day-of execution in partnership with the Chief of Staff.
**Workplace Culture:** Manage company swag, business cards, new-hire welcome packages, employee gifts, and recognition programs. Build and maintain a positive office culture through thoughtful recognition and attention to team morale.
**Vendor Management:** Source, evaluate, and manage external vendors (photography, design, event support, etc.), ensuring timely procurement and coordination.
You'll work in a fast-paced, high-growth environment where you'll need to manage competing priorities, solve problems with incomplete information, and maintain attention to detail across recurring time-sensitive responsibilities. The role requires independent ownership, strong communication with internal stakeholders and board members, and genuine care for team wellbeing.
**Requirements:**
- Proven experience in office management, operations, executive assistance, or similar administrative roles
- Excellent time management, attention to detail, organizational and multitasking skills with ability to shift priorities without losing focus
- Ability to work independently, maintain confidentiality, and operate with discretion when supporting executives
- Proficiency with Microsoft Office Suite
- High reliability and timely execution, especially for recurring time-sensitive responsibilities (onboarding, calendar management, event planning, office operations)
- Excellent written and verbal communication skills, comfortable interacting professionally with internal stakeholders, vendors, and board members
- People-centric mindset to support team wellbeing and strengthen office culture
- Action-oriented approach, thriving in ambiguity and fast-paced environments
- Ability to give and receive feedback respectfully and exercise independent judgment
