Office Manager

Kalogon•Melbourne, FL

5d•Onsite

About The Position

Kalogon, a smart seating startup based in Melbourne, is hiring an Executive Assistant/Office Manager to help the Executive Team manage schedules, travel, and serve part of the team who helps things run smoothly. The ideal candidate has supported a CEO or other similar executives as well as managed general office operations. The scope is broad and every day is different! You might be figuring out how to move 25 people and their offices, writing a policy for visitors, negotiating with a travel partner, juggling meetings, or doing an ad hoc project designed by one of the members of the Executive Team. This is a high-trust, high-autonomy role for someone who thrives in a fast-moving environment, brings excellent judgment to the table, and knows when to take initiative—and when to check in. You have to be comfortable knowing the job on day 1 will be different on day 30 – and that you get to drive that change too.

Requirements

Comfortable working in fast-changing environments
Organized and good at keeping things on track
Enjoy finding creative solutions to problems
Approachable and easy to work with
Open about not knowing something and willing to go find the answer
Likes learning new things
3+ years of experience as an Executive Assistant, Office Manager, or similar role
Strong organizational skills with exceptional attention to detail
Excellent ability to collaborate with coworkers and outsider partners via all appropriate communication channels
Proficiency in calendar management tools, expense reporting systems, and standard office software
Experience with facilities management and vendor coordination
Travel planning and coordination experience
Ability to handle sensitive and confidential information with discretion
Good judgment for both prioritization and when to seek wisdom/guidance/help on projects

Responsibilities

Oversee facilities maintenance and coordinate with vendors for repairs and improvements
Monitor office operations, identify opportunities to improve the work environment, and implement enhancements independently
Continue implementation of the office refresh
Maintain building access codes and keys for new employees/contractors
Manage real estate responsibilities including utility coordination, cleaning crews and landlord communications
Ensure team has necessary office supplies and equipment
Plan and implement monthly morale initiatives based on team interests
Keep a handle on office sentiment to help Kalogon maintain a happy and effective work environment
Work with marketing team on in-office events and on general event preparation and packing
Manage inventory and ensure organization of marketing storage
Support various ad-hoc projects and initiatives as needed
Coordinate interview scheduling and recruitment logistics
Guide new employees through in-office orientation
Consult on employee handbook updates to reflect changes in office practices
Conduct basic tasks like depositing checks, checking the mail, ensuring the office is ready for key visitors, or other small tactical things that help Kalogon’s professionalism
Answer team problems and loop in appropriate leadership members
Coordinate meetings on the CEO’s calendar and monitor follow-ups for pending responses
Coordinate travel arrangements, including flights, accommodations, and ground transportation
Maintain to do lists for large projects/launches and schedule heads down time for busy CEO
Process and submit expense reports with attention to detail and following company policies and understanding of financial categorization
Communicate with CEO’s family for important travel and scheduling conflicts
Ad hoc projects for CEO and Executive team
Select and distribute gifts for representatives and clients
Perform local errands to secure urgent or last-minute materials
Serve as secondary POC for quote and PO processing