Office Operations Manager

Diffraqtion•Somerville, MA

8d•Hybrid

About The Position

Diffraqtion is building the world's first Quantum Camera, a device that replaces a conventional camera and edge AI processor by computing at the speed of light. We are an 11-employee startup backed by DARPA, NASA, and leading venture investors, and founded by MIT and Harvard scientists with deep roots in AI, optics, and quantum sensing. We are delivering orders-of-magnitude improvements in resolution, processing speed, and energy efficiency for machines and satellites that need to see and think at the edge. We are hiring an Office Operations Manager, reporting directing to the Head of Operations, to take ownership of day-to-day operational tasks to keep our team moving forward. This is a broad, hands-on role spanning facilities, events, contracting, accounting, IT, and executive support tasks. The ideal candidate is a generalist who thrives in an early-stage technical environment, enjoys wearing multiple hats, and takes pride in keeping a growing company organized. This role can be part-time or full-time. Note: This position requires U.S. citizenship, lawful permanent resident status, or eligibility for authorization under U.S. export control regulations (ITAR/EAR).

Requirements

2-5 years of experience in operations, office management, or executive support, ideally at an early-stage startup
Comfortable working in ambiguity and building processes from scratch rather than following established ones
Strong written and verbal communication skills, with sound judgment on when to escalate vs. handle independently
Experience with business software (Microsoft Office, QuickBooks or similar) at an admin level
Demonstrated ability to leverage AI tools (e.g., Claude / ChatGPT) to increase productivity and automate routine tasks
Comfortable handling sensitive or confidential information (HR, legal, financial, government contracting)
U.S. citizenship, lawful permanent resident status, or eligibility for authorization under U.S. export control regulations (ITAR/EAR)

Nice To Haves

Prior experience in startup environments
Prior experience in government-regulated or export-controlled industries (aerospace, defense, etc.)
Prior experience with highly technical engineering or scientific research teams
Prior experience with advanced legal documentation
Prior experience with accounting or financial reporting
Active or ability to receive a U.S. Security Clearance

Responsibilities

Design and maintain the office space and team areas
Coordinate with building management and various service providers
Serve as primary organizer for meetings, investor & customer visits, and team events
Support implementation of workplace safety and security policies
Manage office-related purchasing and inventory management
Support technical-related purchasing, order tracking, and supplier invoicing
Track supplier, vendor, customer, and investor contracts
Assist with day-to-day IT logistics and data handling procedures
Support day-to-day HR activities including employee onboarding, payroll processing, and benefits enrollment
Process expense reports and reimbursements
Manage internal communications
Support marketing and publicity activities
Coordinate external events and travel arrangements
Generate materials for board meetings and investor updates
Other responsibilities as required