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Office Manager



San Francisco, CA, USA
Posted on Thursday, October 19, 2023


MindsDB is a fast-growing open-source company that enables developers to quickly integrate Artificial Intelligence Logic into applications and ship AI-powered solutions from prototyping & experimentation to production in a fast & scalable way.
MindsDB was founded in 2017 by Adam Carrigan (COO) and Jorge Torres (CEO) and based in San Francisco, California, is backed with over $50M in total funding from Mayfield, Benchmark, YCombinator, OpenOcean, Walden Catalyst Ventures, MMC, Speedinvest, TQ Ventures and the University of California Berkeley SkyDeck fund. MindsDB is also recognized by Forbes as one of America's most promising AI companies (2021) and by Gartner as a Cool Vendor for Data and AI (2022).


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.


Office Management

  • 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.

Events Administration

  • 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.


  • Experience in a startup environment.
  • Familiarity with AI or tech environments.


  • 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


MindsDB is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all of our employees. MindsDB will give all qualified applicants consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations, and ordinances.​
Salary Range
$70,000$90,000 USD