Office Manager

ICEYE US•Herndon, VA

4d•$75,000 - $90,000•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

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.
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.