Office Manager

REQ ID 250

Mach49 is the Growth Incubator for Global Businesses. 

At Mach49, we partner with global businesses to create a pipeline and portfolio of new ventures and investments that disrupt existing markets and create new ones. We work with our clients to deliver the essential features of a successful growth engine: Venture Building, Venture Investing, Strategic Partnering, and Targeted M&A.

We’re 100% focused on execution — and we need someone just as single minded. If you’re a proactive and flexible operations professional who thrives in a fast-paced environment, we want to talk to you.

The Role         

• Calendar management - coordinate and prepare meetings including, but not limited to, internal team meetings, discussions with senior client executives, customer interviews, offsite meetings, and management meetings across global time zones
• Scheduling complex domestic and international travel arrangements and accommodation, including management of visa applications, and Covid Pre/Post Arrival & Departure tests in line with applicable regional guidelines.
• Supporting delivery teams and individuals with the project budget management, as well as individual and team expense reports
• Organizing, prioritizing and coordinating multiple work activities e.g. project team dinners and events
• Managing the preparation and execution of all internal and client meetings, especially if in-person
• Event/Marketing Management - assist in planning, organizing and executing a variety of local events such as client dinners, webinars, and keynotes at local / regional conferences, as well as supporting the creation of marketing collaterals such as venture reports, case studies and localized digital marketing campaigns
• Office maintenance, including stocking and organizing all team rooms, purchasing and maintaining office supplies and coordinating meeting rooms, as needed
• Supporting critical Business Development activities, such as RFP submissions, supplier registration on client sourcing platforms, obtainment and/or submission of requested registration document
• Client team support, as needed

Experience

• 3-5 years of work experience in the capacity of an Office Manager, Events Coordinator, or Executive Administrative Assistant in a high paced work environment
• Minimum 1-2 years of operational exposure to hyper-growth startup environment
• Bright, high-energy individual, with a passion to learn and contribute 
• Deep experience performing administrative work that requires attention to detail, an analytical mindset, initiative, discretion, and independent judgment 
• A strong preference for ownership of a problem and strong bias for action to get things done, and move on to the next problem
• Obsession with “details” and “customer service”
• Excellent written and verbal communication skills 
• Exceptional ability to manage expectations, conflicting priorities and multiple stakeholders simultaneously
• Flexible in response to changing needs with the skills to prioritize and meet necessary deadlines. 
• Succinct verbal and written communication across all levels of seniority
• High degree of professionalism and maturity to effectively represent Mach49 with all external parties and stakeholders
• Flexibility to work independently or partner with a variety of teams; knows when to seek help
• Work well across the organization with employees of all levels and in all departments 
• Strong Excel, PowerPoint, Word, G Suite, QuickBooks and calendaring skills

We require background and reference checks, and when and where allowable that new hires be fully vaccinated against COVID-19, and that all associates, clients, and guests who choose to attend in-person Mach49 events provide proof of vaccination and follow local requirements and mask mandates. Working together, we can protect our global community.

Mach49 is an Equal Employment Opportunity Employer. We’re building a diverse, inclusive, empathetic community where every one of us belongs. A place — not just a workplace — that reflects the people of all races, genders, sexual orientations, national origins, backgrounds, and perspectives who share our world.

Physical requirements include ability to communicate effectively in written and oral forms, to listen and hear and/or read on and through electronic devices for extended periods of time.