Office & Events Manager

Mach Industries•Huntington Beach, CA

8d•$90,000 - $110,000

About The Position

Mach Industries is seeking a highly organized, resourceful, and proactive Office & Events Manager to oversee daily office administration, coordinate company events, and provide administrative support to executive leadership. The role is a central point of coordination for workplace operations, employee engagement activities, company events, and executive administrative needs. The ideal candidate can manage competing priorities independently, maintain a professional and welcoming office environment, and adapt to a fast-paced startup. The position requires strong organizational skills, discretion, flexibility, and willingness to take on responsibilities beyond traditional office management. The manager oversees office administration and workplace readiness, including supplies, purchasing, vendors, records, shared spaces, and coordination with HR, IT, Security, and Facilities. The role leads planning and execution of company events and employee engagement activities, and provides logistical and administrative support to designated executives and senior leaders. It also supports special projects and process improvements as business needs evolve. Applicants must meet applicable U.S. government export-control eligibility requirements or be eligible to obtain the required authorizations. The role may involve access to information controlled under EAR and ITAR, and employment offers may be conditioned on authorization to receive controlled technology without sponsorship for an export license. Occasional travel to other Mach locations or offsite events is required. Compensation is estimated at $90,000–$110,000 USD, with equity and benefits described in the posting.

Requirements

5–8+ years of professional experience in office management, executive administration, hospitality, event management, or a related field.
Demonstrated experience supporting senior executives or executive leadership teams in a fast-paced professional environment.
Strong organizational and project management skills, including the ability to manage multiple priorities and competing deadlines.
Experience independently planning and executing corporate events, meetings, and employee engagement activities.
Proficiency with Google Workspace, including Gmail, Calendar, Docs, Sheets, and Slides, and other common productivity tools.
Excellent written and verbal communication skills, professionalism, and interpersonal awareness.
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 work independently with minimal supervision.
Willingness to take a hands-on approach and support evolving administrative needs in a 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 and extended hours as needed.
Willingness to travel occasionally to other Mach locations or offsite company events.
Must be a U.S. citizen or national, U.S. lawful permanent resident, refugee, or asylee, or be eligible to obtain required U.S. Department of State authorizations, in accordance with export-control requirements.

Nice To Haves

10+ years of progressive experience in office management, executive administration, business operations, or a related field, preferably supporting senior leadership in a fast-paced organization.
Bachelor’s degree in Business Administration, Hospitality Management, Communications, or a 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.

Responsibilities

Oversee daily office administrative functions and maintain efficient, organized operations.
Manage office supplies, purchasing, inventory, administrative resources, and general office inquiries.
Coordinate incoming and outgoing mail, deliveries, shipments, and office correspondence.
Manage administrative vendor relationships and coordinate service providers.
Assist with budgets, purchasing, expense tracking, invoice processing, and procurement.
Develop and maintain office procedures, administrative records, and organizational systems.
Coordinate with HR, IT, Security, Facilities, and other departments on onboarding, workplace needs, access, workstation moves, and office issues.
Maintain organized, functional, professional workplace spaces, including conference rooms, collaboration spaces, breakrooms, kitchens, executive areas, and shared environments.
Support workplace readiness for hires, visitors, leadership meetings, events, and other business activities; monitor employee feedback and identify improvements.
Plan, coordinate, and execute company-sponsored events, employee engagement activities, and corporate gatherings.
Organize all-hands meetings, leadership gatherings, team-building activities, holiday celebrations, and company milestone events.
Manage event logistics, including venues, catering, vendors, transportation, equipment, setup, and breakdown.
Develop and manage event budgets, schedules, and planning timelines.
Partner with HR, leadership, and cross-functional teams on initiatives that strengthen employee engagement and company culture.
Coordinate executive and VIP visits, including meeting arrangements, hospitality, access, workplace readiness, and onsite logistics.
Provide administrative and logistical support to designated executives and senior leaders.
Assist with calendar management, scheduling, meeting coordination, and preparation for internal and external meetings.
Coordinate executive meeting logistics, including rooms, catering, technology, materials, agendas, and presentations.
Support executive travel planning, itineraries, reservations, leadership offsites, customer meetings, and other high-priority gatherings as required.
Help manage competing priorities and identify scheduling, workplace, or logistical conflicts.
Handle sensitive and confidential business information professionally and discreetly; coordinate between executives, internal teams, visitors, and external partners.
Assist with special projects and organizational initiatives, identify process improvements, and maintain accurate records, vendor information, and reporting.
Perform general administrative, logistical, and operational support outside the traditional scope of office management as business needs evolve.
Occasionally lift, move, or arrange office supplies and event materials weighing up to 25 pounds.
Support occasional early morning, evening, weekend, extended-hour, and other event needs; travel occasionally to other Mach locations or offsite events.