We are looking for a dynamic and resourceful individual to take on the role of Office Manager and Events Coordinator in our brand new San Francisco office.
Our new office is the hub for MindDB staff and is also a growing AI collective: bringing together local AI developers and startups to co-work, collaborate and create.
Our ideal candidate for this role should have a proven track record in office management, event support/coordination, and a knack for fostering a safe, efficient, and vibrant workspace. You should possess strong organizational and communication skills, a commitment to security and safety, and the ability to navigate the fast paced landscape of a startup environment and collective office space.
- Facilities Management: Oversee office facilities and ensure a clean, organized, and well-maintained workspace.
- Vendor Relations: Manage relationships with office service providers (cleaning, maintenance, catering, etc.) and negotiate contracts when necessary.
- Supplies and Inventory: Maintain office supplies and inventory, ensuring that essential items are always available.
- Security and Safety: Implement security measures and emergency protocols to ensure the safety of employees and company assets. Ensure daily office security, IT management, Health & Safety and emergency protocol adherence in line with California/US regulations.
- Manage visitor access, ensuring warm greetings and efficient support for all guests.
- Handle special guest arrangements as needed.
- Serve as a primary contact for office relations, addressing the needs of staff, visitors, and coworkers.
- Manage incoming mail and communications, ensuring proper routing.
- Develop and implement office policies, manuals, and documentation.
- Coordinate meeting schedules and room bookings.
- Oversee maintenance and compliance of office equipment.
- Administer the office budget and collaborate with executive assistants and HR for senior team coordination.
- Coordinate team training on compliance and safety standards.
- Ensure all office insurances are valid and current.
- Collaborate with the events and business development teams to plan and execute events.
- Assisting with all event-related logistics, including staffing, security, equipment, catering, and entertainment.
- Help develop and oversee risk management plans for events.
- Assist in preparing a comprehensive safety plan for each in-office event, ensuring approval from both internal and external stakeholders.
- Enforce safety protocols and provide thorough safety briefings.
- Help ensure all event participants uphold the MindsDB code of conduct, emphasizing a zero-tolerance policy against any form of harassment, intimidation, or discrimination.
- 3 years proven experience in office management or a related role.
- Experience in events support/coordination.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- Knowledge of safety and security protocols, including emergency response procedures.
- Vendor management skills, including negotiation and contract management.
- Ability to handle emergencies and crises effectively.
- Budget management and financial acumen.
- Strong problem-solving skills and a proactive approach to resolving issues.
- Adaptability and the ability to work in a fast-paced and ever-changing startup environment.
- Attention to detail and a commitment to maintaining a clean and organized workspace.
NICE TO HAVE
- Experience in a startup environment.
- Familiarity with AI or tech environments.
BENEFITS & PERKS
- Competitive Compensation
- Unlimited PTO
- Learning & Development budget
- Medical, Dental, Vision Insurance (US only)
- Monthly Wellbeing Budget
- Monthly (virtual) team events
- International in-person company retreats
- Wellbeing/Mental Health leave