The Role

We are seeking a highly organized, resourceful, and proactive Office & Events Manager 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