Office Manager and Administrative Assistant

Based in Vectra AIs Austin TX officethe Office Manageris responsible forall day-to-day office management activities in individual will ensurea welcoming organized and efficient office experience for all employees and positionis highly visible to ourorganizationand its requires an on-site presence in our Austin office5 days per week during core business hours with extended hours on occasion for important meetings or events.

Primary Responsibilities:

• Greet guests and visiting employees

• Receivescanand distribute mail

• Oversee inbound and outbound package shipments; coordinate with localAustin 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

• Managelunch/catering ordersfor team meetings and events(if not handled by EA)

• Answer the phone deliver messages andforwardvoice mails to relevant parties

• Assistwith meeting scheduling and conference room bookingwhen necessary

• Maintain kitchen supplies including drinks snacks utensils and related supplies including management of 3rdparty 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 administrativeassistanceto certainexecutives of the company. Duties may include:

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

• Travel management:flight / hotel / carbooking rescheduling etc.

• Assistancewith planning meetings and events includingspace procurement catering and otherlogistics

• Assistwith expense reporting submissions and policy compliance

Skills and Experience

• 2 years prior experience in office management operationsand/oradministration

• Excellent written and verbal communication skills;demonstratedpositive engaging and warm demeanor

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

• Demonstratedproficiencyin 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 toemployees needs

• Proactive solutions-focused attitude