Office Manager and Administrative Assistant

Based in Vectra AI’s Austin TX office, the Office Manager is responsible for all day-to-day office management activities in our local company office. This individual will ensure a welcoming, organized, and efficient office experience for all employees and visitors. This position is highly visible to our organization and it requires an on-site presence in our Austin office 5 days per week during core business hours, with extended hours on occasion for important meetings or events. 

Primary Responsibilities: 

• Greet guests and visiting employees 

• Receive, scan and distribute mail 

• Oversee inbound and outbound package shipments; coordinate with local Austin staff for any major deliveries 

• Maintain general office supplies, snacks/drinks 

• Serve as main point of contact with the building management, maintenance staff, and repair vendors 

• Manage lunch/catering orders for team meetings and events (if not handled by EA) 

• Answer the phone, deliver messages, and forward voice mails to relevant parties 

• Assist with meeting scheduling and conference room booking when necessary 

• Maintain kitchen supplies including drinks, snacks, utensils, and related supplies, including management of 3rd party suppliers 

• Provide light janitorial oversight (making sure the kitchen is in order, conference rooms tidy); work with building janitorial providers on any issues or larger cleaning efforts 

In addition to the core Office Manager responsibilities, this role will provide administrative assistance to certain executives of the company. Duties may include: 

• Calendar / schedule support in collaboration with other Executive and Administrative Assistants at the company 

• Travel management: flight / hotel / car booking, rescheduling, etc. 

• Assistance with planning meetings and events, including space procurement, catering, and other logistics 

• Assist with expense reporting submissions and policy compliance 

Skills and Experience 

• 2+ years prior experience in office management, operations, and/or administration 

• Excellent written and verbal communication skills; demonstrated positive, engaging, and warm demeanor  

• Ability to work effectively in a fast-paced environment with demanding and/or shifting deadlines 

• Demonstrated proficiency in Microsoft Office applications, including Outlook calendar / email, Word and Excel 

• Strong multitasking and problem-solving capabilities  

• Great listening skills; ability to sense and respond promptly to employees’ needs  

• Proactive, solutions-focused attitude