Office Manager

Role Description

The Office Manager is the organizational anchor for our leadership team and workplace. Serving as the primary point of contact for internal and external stakeholders, you will expertly balance executive support with seamless day-to-day office operations. This role requires strong organizational capabilities, sound judgment, and the ability to manage a range of administrative responsibilities alongside day-to-day office operations.

The successful candidate will play a central role in ensuring the leadership team can operate efficiently and that the workplace runs smoothly. This position is well-suited to a candidate who performs effectively in a dynamic environment and is committed to a high standard of operational excellence.

This is an exciting time to join our organization. As a scale-up company with a small but growing office, this role offers the opportunity to help shape our workplace operations and culture as we expand, while collaborating with and drawing support from team members located across the country.

Responsibilities

Office Operations & Management (approx. 70%)
• Oversee daily physical workplace operations, ensuring a clean, safe, fully stocked, and welcoming environment.
• Visitor Vetting: Ensure all guests are properly vetted (US citizen vs. Foreign National checks) before entering secure areas. Be the first line of defense for visitors and security policy.
• Serve as the primary liaison for property management, facilities maintenance, and external vendors.
• Manage the procurement of office supplies, equipment, and snacks within an assigned budget.
• Coordinate internal workplace logistics, including desk seating maps, office space optimization, and safety protocols.
• Lead the logistics for team events, meetings, happy hours, and external guest hospitality.
• Assist with the workplace onboarding experience, preparing workstations and company materials for incoming hires.

Executive Support (approx. 30%)
• Manage complex calendars, scheduling internal/external meetings across time zones while protecting the executive's focus time.
• Coordinate seamless, comprehensive domestic and international travel itineraries, including flights, lodging, and ground transit.
• Act as a professional gatekeeper, vetting incoming communications, emails, and messages to prioritize critical matters.
• Expense Reconciliation: Collect receipts, reconcile monthly corporate credit card statements, and ensure expenses are properly coded to the correct department budget.

Required Qualifications
• Experience: 3+ years of combined experience as an Office Manager, Executive Assistant, or Operations Coordinator.
• Technical Skills: Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook).

Preferred Qualifications
• Communication: Exceptional verbal and written communication skills with a refined professional demeanor.
• Discretion: Absolute integrity when handling highly confidential, proprietary, or personal information.
• Project Management: High emotional intelligence, sharp problem-solving skills, and a proactive 'no task too small' attitude.
• Adaptability: Proven ability to stay calm under pressure and pivot quickly in a fast-paced environment.

Pay Range and Compensation Package
• The estimated base salary range for this role is $75,000 - $90,000 depending on experience
• Other benefits include health coverage, flexible PTO, a friendly work environment, plus extra fun perks!

Physical Requirements

This position primarily works in an office environment. It requires the ability to sit or stand for long periods of time and frequent walking. Daily use of a computer, phone, office equipment and other computing and digital devices is required. Some travel may be necessary - the ability to travel by car, plane, train, bus, vessel, or metro, operate a motor vehicle and maintain a valid Driver's License and/or effectively navigate public transportation is required.

While performing the responsibilities of the job, the employee must be able to read and respond to inter-office communications as well as effectively participate in meetings. The employee is often required to sit and use their hands or fingers, to lift up to 50 lbs., pull, push, carry, handle, or feel. The employee is required to carry, handle items, reach with arms and hands, to stoop, kneel, or crouch; talk, or hear. Mental demands may require prolonged concentration, reading comprehension, understanding and interpretation of concepts, ideas, and philosophies. The physical demands of the position described herein are essential functions of the job and employees must be able to successfully perform these tasks for extended periods. Reasonable accommodations may be made for those individuals with real or perceived disabilities to perform the essential functions of the job described unless such accommodations would cause ICEYE US an undue burden.