Office & Events Manager at Mach Industries

Job description

About Mach Industries Founded in 2023, Mach Industries is a rapidly growing defense technology company focused on developing next-generation autonomous defense platforms. At the core of our mission is the commitment to delivering scalable, decentralized defense systems that enhance the strategic capabilities of the United States and its allies. With a workforce of approximately 350 employees, we operate with startup agility and ambition. Our vision is to redefine the future of warfare through cutting-edge manufacturing, innovation at speed, and unwavering focus on national security. We are dedicated to solving the next generation of warfare with lethal systems that deter kinetic conflict and protect global security. The Role We are seeking a highly organized, resourceful, and proactive Office & Events Manage r to oversee daily office administration, coordinate company events, and provide administrative support to executive leadership. This role will serve as a central point of coordination for office administration, employee engagement activities, company events, and executive administrative needs. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail, and can independently manage competing priorities while maintaining a professional and welcoming office environment. This is a hands-on role requiring strong organizational skills, discretion, flexibility, and a willingness to support responsibilities beyond traditional office management Key Responsibilities Office Management & Administration Oversee daily office administrative functions to ensure efficient and organized operations. Manage office supplies, general purchasing, inventory, and administrative resources. Serve as a primary point of contact for general office inquiries, visitors, and administrative requests. Coordinate incoming and outgoing mail, deliveries, shipments, and general office correspondence. Manage administrative vendor relationships, including office supply providers, catering services, and other general service providers. Assist with administrative budgets, purchasing, expense tracking, invoice processing, and procurement activities. Develop and maintain office procedures, administrative records, and organizational systems. Coordinate with HR, IT, and other departments to support new-hire onboarding and employee administrative needs. Workplace & Office Operations Serve as a primary point of contact for day-to-day workplace and office needs. Ensure office spaces remain organized, functional, professional, and ready to support employees, executives, and visitors. Coordinate office supplies, common-area standards, workplace amenities, furniture, and employee support needs. Support conference rooms, collaboration spaces, breakrooms, kitchens, executive areas, and shared workplace environments. Coordinate with Facilities on building-related issues impacting the employee workplace experience. Partner with IT and Security on workstation moves, conference room requirements, access needs, and employee onboarding/offboarding activities. Support workplace readiness for new hires, visitors, leadership meetings, company events, and other business activities. Manage workplace vendors and service providers as assigned. Monitor employee workplace feedback and identify opportunities for continuous improvement. Event Planning & Employee Engagement Lead the planning, coordination, and execution of company-sponsored events, employee engagement activities, and corporate gatherings. Organize internal events, including all-hands meetings, leadership gatherings, team-building activities, holiday celebrations, and company milestones. Manage event logistics, including venue selection, catering, vendor coordination, transportation, equipment, setup, and breakdown. Develop and manage event budgets, schedules, and planning timelines to ensure successful execution. Partner with HR, leadership, and cross-functional teams to develop initiatives that strengthen employee engagement and company culture. Coordinate executive and VIP visits, including meeting arrangements, hospitality, and onsite logistics. Executive & Leadership Support Provide administrative and logistical support to designated executives and senior leaders as business needs require. Assist with calendar management, meeting coordination, scheduling, and preparation for internal and external meetings. Coordinate meeting logistics, conference rooms, catering, technology requirements, materials, and other executive meeting needs. Support executive travel planning, itineraries, reservations, and related logistics when required. Coordinate executive and VIP visits, including workplace readiness, access, meeting spaces, catering, and visitor experience. Assist with leadership offsites, company events, customer meetings, and other high-priority gatherings. Help manage competing priorities and proactively identify scheduling, workplace, or logistical conflicts. Prepare or coordinate meeting materials, agendas, presentations, and other administrative documentation as needed. Handle sensitive and confidential business information with a high degree of professionalism and discretion. Serve as a responsive point of coordination between executives, internal teams, visitors, and external partners. Cross-Functional & General Operations Assist with special projects, organizational initiatives, and other business operations as assigned. Identify opportunities to streamline administrative processes and improve operational efficiency. Maintain accurate administrative records, documentation, vendor information, and reporting. Demonstrate flexibility and a willingness to perform duties outside the traditional scope of office management, including general administrative, logistical, and operational support as business needs evolve. Required Qualifications 3-5+ years of professional experience in office management, executive administration, hospitality, event management, or a related field. Demonstrated experience supporting senior executives or executive leadership teams in a fast-paced professional environment. Strong organizational and project management skills, with the ability to manage multiple priorities and competing deadlines. Experience independently planning and executing corporate events, meetings, and employee engagement activities. Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and other common productivity tools. Excellent written and verbal communication skills, with a high degree of professionalism and interpersonal awareness. Demonstrated ability to handle sensitive and confidential information with discretion. Experience managing vendors, coordinating services, tracking budgets, and processing purchase requests. Strong problem-solving skills, resourcefulness, and the ability to operate independently with minimal supervision. Willingness to be hands-on and support evolving administrative needs in a dynamic startup environment. Ability to occasionally lift, move, or arrange office supplies and event materials weighing up to 25 pounds. Flexibility to support occasional early morning, evening, or weekend events based on business needs. Willingness to travel occasionally to other Mach locations or offsite company events, as required. Preferred Qualifications 5+ years of progressive experience in office management, executive administration, business operations, or a related field, preferably supporting senior leadership in a fast-paced organization. Bachelor's degree in Business Administration, Hospitality Management, Communications, or a related discipline. Experience coordinating complex meetings, executive visits, events, travel, or leadership offsites. Experience supporting high-growth technology, aerospace, defense, advanced manufacturing, or startup environments. Experience managing office moves, expansions, renovations, and tenant improvement projects. Familiarity with accessibility requirements, building codes, and workplace planning best practices. Experience managing workplace vendors, furniture dealers, and design consultants. Familiarity with workplace utilization and occupancy data. Additional Requirements Available to work extended hours and weekends as needed ITAR Requirements To conform to U.S. Government export regulations, applicant must be a (i) U.S. citizen or national, (ii) U.S. lawful, permanent resident (aka green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158, or be eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here . Pay Range $75,000 — $90,000 USD At Mach, we believe that compensation is more than just a paycheck. It's a comprehensive package designed to reward the time, skills, and expertise you bring to our team. We are committed to offering competitive compensation that is equitable, transparent, and aligned with market trends. Key Elements of Our Compensation Philosophy: Competitive Salaries : We continuously research market rates to ensure our salaries are competitive with those in our industry and geographic location. Performance-Based Incentives : Our bonus structure is tied to both individual and company performance, creating a win-win scenario that motivates our team members to excel. Equity Participation : We offer stock options or equity to employees, ensuring that you share in the success and growth of the company. Benefit Packages : Our benefits include healthcare, dental and vision plans, retirement savings, and paid time off, because we understand that your well-being extends beyond the office. Professional Development : We allocate funds for continuing education, training, and career growth. Transparency : We are committed to openness about our compensation tiers and how decisions are made, ensuring trust and mutual respect. By joining Mach, you’re not just accepting a job—you’re becoming a key part of a team that values your contributions and invests in your growth. Together, we aim to create a rewarding environment that sets the stage for long-term success. Data Privacy To view Mach Industries candidate data privacy policy, please visit machindustries.com . Disclosures This position may require access to information protected under U.S. export control laws and regulations, including the Export Administration Regulations (EAR) and the International Traffic in Arms Regulations (ITAR). Please note that any offer for employment may be conditioned on authorization to receive software or technology controlled under these U.S. export control laws and regulations without sponsorship for an export license. Mach participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. The salary range for this role is an estimate based on a wide range of compensation factors, inclusive of base salary only. Actual salary offers may vary based on (but not limited to) work experience, education and training, critical skills, and business considerations. Highly competitive equity grants are included in most offers and are considered part of Mach’s total compensation package. Mach offers benefits such as health insurance, retirement plans, and opportunities for professional development. Mach is an equal opportunity employer committed to creating a diverse and inclusive workplace. All qualified applicants will be treated with respect and receive equal consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, national origin, disability, uniform service, Veteran status, age, or any other protected characteristic per federal, state, or local law, including those with a criminal history, in a manner consistent with the requirements of applicable state and local laws. If you’d like to defend the American way of life, please reach out!

Requirements

Must-haves

Office Management & Administration
Oversee daily office administrative functions to ensure efficient and organized operations.
Manage office supplies, general purchasing, inventory, and administrative resources.
Serve as a primary point of contact for general office inquiries, visitors, and administrative requests.
Coordinate incoming and outgoing mail, deliveries, shipments, and general office correspondence.
Manage administrative vendor relationships, including office supply providers, catering services, and other general service providers.
Assist with administrative budgets, purchasing, expense tracking, invoice processing, and procurement activities.
Develop and maintain office procedures, administrative records, and organizational systems.
Coordinate with HR, IT, and other departments to support new-hire onboarding and employee administrative needs.
Workplace & Office Operations
Serve as a primary point of contact for day-to-day workplace and office needs.
Ensure office spaces remain organized, functional, professional, and ready to support employees, executives, and visitors.
Coordinate office supplies, common-area standards, workplace amenities, furniture, and employee support needs.

Nice-to-haves

Bachelor's degree in Business Administration, Hospitality Management, Communications, or a related discipline.
Experience coordinating complex meetings, executive visits, events, travel, or leadership offsites.
Experience supporting high-growth technology, aerospace, defense, advanced manufacturing, or startup environments.
Experience managing office moves, expansions, renovations, and tenant improvement projects.
Familiarity with accessibility requirements, building codes, and workplace planning best practices.
Experience managing workplace vendors, furniture dealers, and design consultants.
Familiarity with workplace utilization and occupancy data.
Additional Requirements
Available to work extended hours and weekends as needed
ITAR Requirements
Performance-Based Incentives : Our bonus structure is tied to both individual and company performance, creating a win-win scenario that motivates our team members to excel.

Application prep

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Keywords to mirror

accessibility

Platform: greenhouse
Effort: quick

Benefits

Benefits detected in the listing.

Health Insurance

Dental

Vision

Paid Time Off

Professional Development