Office Manager Edit listing

Kalogon, a smart seating startup based in Melbourne, is hiring an Executive Assistant/Office Manager to help the Executive Team manage schedules, travel, and serve part of the team who helps things run smoothly. The ideal candidate has supported a CEO or other similar executives as well as managed general office operations.

The scope is broad and every day is different! You might be figuring out how to move 25 people and their offices, writing a policy for visitors, negotiating with a travel partner, juggling meetings, or doing an ad hoc project designed by one of the members of the Executive Team.

This is a high-trust, high-autonomy role for someone who thrives in a fast-moving environment, brings excellent judgment to the table, and knows when to take initiative---and when to check in. You have to be comfortable knowing the job on day 1 will be different on day 30 -- and that you get to drive that change too.

What You'll Do
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### Office Operations & Facilities

* Oversee facilities maintenance and coordinate with vendors for repairs and improvements
* Monitor office operations, identify opportunities to improve the work environment, and implement enhancements independently
* Continue implementation of the office refresh
* Maintain building access codes and keys for new employees/contractors
* Manage real estate responsibilities including utility coordination, cleaning crews and landlord communications
* Ensure team has necessary office supplies and equipment
* Plan and implement monthly morale initiatives based on team interests
* Keep a handle on office sentiment to help Kalogon maintain a happy and effective work environment
* Work with marketing team on in-office events and on general event preparation and packing
* Manage inventory and ensure organization of marketing storage
* Support various ad-hoc projects and initiatives as needed
* Coordinate interview scheduling and recruitment logistics
* Guide new employees through in-office orientation
* Consult on employee handbook updates to reflect changes in office practices
* Conduct basic tasks like depositing checks, checking the mail, ensuring the office is ready for key visitors, or other small tactical things that help Kalogon's professionalism
* Answer team problems and loop in appropriate leadership members

### Executive & Leadership Support

* Coordinate meetings on the CEO's calendar and monitor follow-ups for pending responses
* Coordinate travel arrangements, including flights, accommodations, and ground transportation
* Maintain to do lists for large projects/launches and schedule heads down time for busy CEO
* Process and submit expense reports with attention to detail and following company policies and understanding of financial categorization
* Communicate with CEO's family for important travel and scheduling conflicts
* Ad hoc projects for CEO and Executive team

#### Ad Hoc Project Examples

* Select and distribute gifts for representatives and clients
* Perform local errands to secure urgent or last-minute materials
* Serve as secondary POC for quote and PO processing

Skills & Experience
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* Comfortable working in fast-changing environments
* Organized and good at keeping things on track
* Enjoy finding creative solutions to problems
* Approachable and easy to work with
* Open about not knowing something and willing to go find the answer
* Likes learning new things
* 3 years of experience as an Executive Assistant, Office Manager, or similar role
* Strong organizational skills with exceptional attention to detail
* Excellent ability to collaborate with coworkers and outsider partners via all appropriate communication channels
* Proficiency in calendar management tools, expense reporting systems, and standard office software
* Experience with facilities management and vendor coordination
* Travel planning and coordination experience
* Ability to handle sensitive and confidential information with discretion
* Good judgment for both prioritization and when to seek wisdom/guidance/help on projects

Employment Details
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This is a **full time, in-office role** based at the Kalogon offices in Melbourne, Florida.

Kalogon offers a competitive salary and benefits package.

### Other benefits include:

* Equity
* 401k with matching
* 20 days off per year
* 5 all-team holidays, 3 floating holidays

Reports To: CEO

Work with: Executive Team, Leadership Team, and basically the entire company!

About the company and our products
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Kalogon is a venture-backed small business based in Melbourne, Florida, composed of top engineering talent from SpaceX, NASA, and Siemens. Our mission is to eliminate the stresses of sitting and improve health through inventive seating technology.

Kalogon's flagship medical product is a customized smart cushion, Orbiter Med, that relieves pain and fatigue experienced by individuals who use wheelchairs. We have three other products in the medical space: Bondar (back support), Booster (smart cushion accessory), and our original Orbiter (smart cushion).

Beyond healthcare, we're expanding into defense and aviation with three U.S. Air Force Direct to Phase II SBIR contracts to design custom seating for B-52 and E-4B aircrew, and a commercial aviation proof of concept.

Our product, development, and production teams leverage lean startup methodology to rapidly improve our technology in close partnership with our customers and partners. At the core of our approach is empathy-driven design, ensuring that we deeply understand the challenges our users face and create solutions that directly address their needs, enhancing both comfort and quality of life.

Learn more at www.kalogon.com/careers