THE ROLE

RESPONSIBILITIES

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.

REQUIREMENTS/QUALIFICATIONS

• 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

DIVERSITY, EQUALITY & INCLUSION