You will be the backbone of our daily operations, managing everything from office logistics to event coordination, ensuring that our workplace is efficient, welcoming, and reflective of our company culture.

In this role, a significant focus will be on managing food and beverage contracts to deliver an exceptional daily experience for our employees.

The Office Coordinator will serve as the primary point of contact for catering partners and vendors, overseeing meal programs, event catering, food setups, and break room amenities.

The ideal candidate will have a strong appreciation for quality food service, catering operations, and thoughtful presentation, with an eye for detail that elevates the employee experience.

Responsibilities:

• Oversee the daily operations of the office, including maintenance, security, and supplies.
• Manage office budget, expenses, and vendor relationships.
• Implement and maintain office policies and procedures.
• Organize internal and external company events and meetings.
• Coordinate with external vendors for catering, equipment, and/or other event needs.
• Ensure the office is clean, safe, and well-maintained.
• Manage relationships with property management and coordinate any necessary repairs or improvements.
• Assist with onboarding processes for new hires.
• Manage mail and shipping logistics

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Key Responsibilities:

Executive Assistant: Proactively manage scheduling for executive leadership, anticipating conflicts and proposing solutions Coordinate complex calendars across internal and external stakeholders Handle travel planning end-to-end (flights, hotels) Conduct research and synthesize information into clear recommendations Serve as a trusted point of contact for sensitive or time-critical matters Maintain high discretion when handling sensitive scheduling, people topics, vendor issues, and internal information

Office Manager: Own day-to-day operations of the Los Angeles office, ensuring it runs smoothly without oversight Manage office food, supplies, and services; proactively restock and resolve issues Plan and execute office events (weekly lunches, happy hours, onsite meetings) Coordinate gifts and recognition (birthdays, anniversaries, holidays) with attention to detail and timing Manage incoming mail and deliveries, including weekly mail pickup in Beverly Hills Support office expansions, moves, or build-outs as needed Maintain basic office SOPs Communicate decisions, status updates, and tradeoffs clearly

What We’re Looking For: 2+ years experience as an Executive Assistant, Office Manager, or similar operations role Exceptionally strong attention to detail Proven ability to work independently and problem-solve without step-by-step instructions Excellent written and verbal communication Comfortable tracking and reporting monthly office spend, managing invoices/receipts, and keeping things organized for finance Strong judgment and comfort making decisions Ability to manage multiple priorities simultaneously Los Angeles-based and available for regular in-office work

Nice to Have: 1+ years experience in hospitality or event coordination/planning Computer troubleshooting skills (Wi-Fi resets, AV systems, basic tech support) Familiarity with AI applications (ChatGPT, Gemini, Claude)

Compensation: We’re committed to an inclusive, consistent, and equitable approach to compensation and anticipate that this position will earn between $62,500 to $65,000 annually. The exact salary will depend on the amount of relevant and transferable experience you bring to the role.

Benefits: Comprehensive health, dental, and vision insurance 12 weeks of paid parental leave after 1 year of employment (6 weeks of paid parental leave otherwise) Company-sponsored life insurance Unlimited PTO 401(K) after 6 months of employment Monthly fitness stipend One-time stipend for home office setup

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You will be the backbone of our daily operations, managing everything from office logistics to event coordination, ensuring that our workplace is efficient, welcoming, and reflective of our company culture.

In this role, a significant focus will be on managing food and beverage contracts to deliver an exceptional daily experience for our employees.

The Office Coordinator will serve as the primary point of contact for catering partners and vendors, overseeing meal programs, event catering, food setups, and break room amenities.

The ideal candidate will have a strong appreciation for quality food service, catering operations, and thoughtful presentation, with an eye for detail that elevates the employee experience.

Responsibilities:

• Oversee the daily operations of the office, including maintenance, security, and supplies.
• Manage office budget, expenses, and vendor relationships.
• Implement and maintain office policies and procedures.
• Organize internal and external company events and meetings.
• Coordinate with external vendors for catering, equipment, and/or other event needs.
• Ensure the office is clean, safe, and well-maintained.
• Manage relationships with property management and coordinate any necessary repairs or improvements.
• Assist with onboarding processes for new hires.
• Manage mail and shipping logistics

Basic Qualifications:

• Proven experience as an office manager, administrator, or similar role; experience in tech environments is a plus.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities with an exceptional attention to detail.
• Strong sense of ownership, optimism, and enthusiasm for tackling complex challenges in a fast-paced environment.

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Responsibilities:

Office Operations & Facilities

• Manage daily office operations, including facility maintenance, security, and workspace optimization
• Maintain office documentation and procedures
• Monitor office budget and track expenses
• Oversee vendor relationships and contracts, ensuring competitive pricing and quality service
• Maintain inventory systems for office supplies, snacks, and equipment
• Coordinate with building management for maintenance, repairs, and amenity access
• Facilitate office moves and seating arrangements
• Respond to employee queries and requests within established SLAs

Office Culture & Cross-functional Support

• Create a welcoming atmosphere for employees and visitors through exceptional front-of-house service
• Partner with Employee Experience team to implement events, culture initiatives, and wellness programs
• Collaborate with IT, Security, and Workplace Programs on workplace technology and safety protocols
• Support new hire onboarding by preparing workstations and welcome materials
• Support executive team with local office needs

Requirements:

• 2+ years of recent experience in office management, preferably in a tech environment
• Proven track record of vendor management and budget oversight
• Experience with event planning and community building initiatives

Skills:

• Strong project management and organizational abilities
• Excellent written and verbal communication skills
• Proficiency in Google Workspace
• Problem-solving mindset with attention to detail
• Multi-tasking capabilities while maintaining high standards

Qualities:

• Natural hospitality mindset with a customer-service orientation
• Proactive and self-motivated work style
• Adaptable and calm under pressure
• Strong interpersonal skills and professional demeanor

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We are seeking an experienced Office Manager to lead Workplace Operations and Experience for our London office at the White Collar Factory. As the go-to person for all things workplace, you will balance day-to-day operations with continuous improvements to how our space works for our people.

Key Responsibilities:

• Own the day-to-day running of the office, ensuring a seamless, high-quality experience for everyone
• Act as the main point of contact for all workplace-related needs, resolving issues quickly and effectively in collaboration with our Office Coordinator who you will lead
• Manage relationships with external suppliers (e.g. maintenance, cleaning), ensuring high standards are consistently met
• Lead and support office improvement projects as required, from increasing meeting room capacity to introducing new processes and training (e.g. First Aid)
• Communicate clearly and regularly with the office on updates, issues, and workplace initiatives
• Proactively identify opportunities to improve the workplace experience and implement solutions

Requirements:

• Experience in an office management or workplace operations role
• Highly organised, proactive, and comfortable managing multiple priorities
• A natural problem-solver who takes ownership and follows things through
• Someone who thrives in a fast-paced environment and is happy to take on challenges big or small
• A people-first mindset with a positive, can-do attitude
• Experience in hospitality or high-end service environments (e.g. hotels, member clubs, premium retail) is a plus

How to Succeed in This Role:

• Big Lever Bias: You're solutions-focused and proactive. Whether it's fixing an issue quickly or improving how something works, you don't wait,you make it happen.
• Stack the Odds: You're able to prioritise effectively across multiple stakeholders, focusing on what will have the biggest impact on the workplace experience.
• Raise the Bar: You take full ownership of the office environment, making decisions confidently based on experience, feedback, and what's best for the team.

What Happens Next?

We know searching for a job is tough and that you want to find the best career and employer for you. We also want to ensure that this position is the best fit for both you and us. Therefore, you will participate in a comprehensive interview process that includes skills interviews with our team. The goal of this process is to allow you to get to know us as we learn more about you.

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At Mistral AI, we believe in the power of AI to simplify tasks, save time, and enhance learning and creativity. Our technology is designed to integrate seamlessly into daily working life.

We are a company that democratizes AI through high-performance, optimized, open-source and cutting-edge models, products and solutions. Our comprehensive AI platform is designed to meet enterprise as well as personal needs. Our offerings include Le Chat, La Plateforme, Mistral Code and Mistral Compute - a suite that brings frontier intelligence to end-users.

Role Summary

As Mistral AI's Office Manager Lead for America/APAC, you will be responsible for ensuring our offices in Palo Alto, NYC, Singapore, and future locations operate seamlessly and reflect Mistral's culture and values. You will lead a small team, manage external stakeholders, and drive projects to scale our physical presence in the region. This role is critical to maintaining a high-quality work environment for Mistralers across America and APAC, while supporting rapid growth and expansion.

Responsibilities

Maintain a Positive Work Environment

• Ensure Palo Alto, NYC, and Singapore offices are fully operational and meet Mistral's standards.
• Act as the primary point of contact for all office-related questions, with support from local office managers.
• Develop and nurture Mistral's culture through activities, meetings, and community events.

Lead Strategic Projects

• Open 6+ coworking spaces in the next ~12 months.
• Identify, benchmark, negotiate, and review leases for new offices.
• Contribute to the organization of local teams and events.
• Structure and implement security processes across all offices.

Stakeholder Management

• Manage relationships with suppliers (sublessors, coworking spaces, food providers, maintenance, cleaning, access) and the rest of the office management team.
• Serve as the onsite contact for maintenance, shipping, and inventory.
• Partner with IT, Recruiting, Employee Experience, and Executive Assistants to drive internal initiatives.

Who you are

Experience

• 5+ years of experience in the office management team.
• 2+ years of experience managing an office management team in fast-growing companies.
• Proven track record in office management for scale-ups with multiple locations.
• Exceptional ability to build and maintain relationships with internal and external stakeholders.
• Experience leading end-to-end projects for new office openings and large-scale events.
• Exceptional ability to stay organized, prioritize effectively, and maintain high standards while managing multiple tasks in a fast-paced environment.
• Strong focus on employee experience.

What we offer

• Competitive salary and equity.
• Healthcare: Medical/Dental/Vision covered for you and your family.
• 401K: 6% matching.
• PTO: 18 days.
• Transportation: Reimburse office parking charges, or $120/month for public transport.
• Sport: $120/month reimbursement for gym membership.
• Meal stipend: $400 monthly allowance for meals.
• Visa sponsorship.
• Coaching: we offer BetterUp coaching on a voluntary basis.

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The Office & Facilities Coordinator ensures the efficient operation of the Garching office by managing day-to-day facilities activities, supporting employee lifecycle processes, and providing administrative assistance to internal stakeholders.

This role acts as a key point of contact for employees, visitors, and vendors, ensuring a well-organized, safe, and compliant work environment.

Key Responsibilities

Office & Facility Management

• Oversee daily office administration, including reception duties, mail handling, and office supplies management.
• Manage visitor reception and registration processes.
• Distribute and track parking lot cards, office access keys, and related documentation.
• Coordinate meeting room catering and onsite service arrangements.
• Monitor general office conditions and coordinate regular maintenance and repair work with external vendors.
• Maintain facility-related processes, records, and documentation.
• Support during internal and external audits in the Facilities area, ensuring accurate documentation and compliance with company guidelines.

Employee Lifecycle Support

• Provide administrative support during the onboarding process, including preparation of access, materials, and documentation.
• Support the leaver process by coordinating return of equipment, access deactivation, and required paperwork.
• Process internal requests for corporate credit cards.
• Process internal requests for long-term rental cars, ensuring adherence to relevant policies.

Health & Safety Administration

• Distribute health check-up documentation to employees and maintain associated trackers.
• Support ongoing Health & Safety tasks in collaboration with the responsible team, ensuring compliance with company requirements and legal standards.

Additional Administrative Support

• Provide coverage for the Subcon Manager DE, including handling associated administrative tasks during absences.
• Offer general ad hoc administrative support to BEF and other internal stakeholders as needed.
• Support tasks related to the employee leasing licence, including maintaining accurate documentation and compliance with regulatory requirements.

Requirements

• Full-time onsite presence (5 days/week) in the Garching office.
• Strong organisational skills with high attention to detail and the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills.
• Reliability, discretion, and a proactive, service-oriented attitude.
• Previous experience in office management, facilities coordination, or administrative support is an advantage.
• Fluency in both German and English (written and verbal).

About Infosys Consulting

Be part of a globally renowned management consulting firm on the front-line of industry disruption and at the cutting edge of technology. We work with market leading brands across sectors. Our culture is inclusive and entrepreneurial. Being a mid-size consultancy within the scale of Infosys gives us the global reach to partner with our clients throughout their transformation journey.

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This role is the anchor of ElevenLabs' brand new office in New York City! In Q2 2026, ElevenLabs will open its new office in Soho - an incredible space for the company's rapidly growing New York team, as well as a hub for the city's AI and tech community. As New York Office Operations, you will manage day-to-day office operations, support numerous events, and more.

This is a high trust, high autonomy, high growth role. It's ideal for someone who thrives in fast-moving environments, enjoys building in-office team culture, anticipates needs before they surface, and brings order, judgment, and calm to complex situations.

Responsibilities

• Own the operational excellence and day-to-day experience of the New York office.
• Own the onboarding experience for new NYC hires, ensuring they have everything they need to be productive from day one.
• Curate a world-class workplace experience that reflects ElevenLabs' culture–everything from the office aesthetic and vibe to snack selection and thoughtful team rituals.
• Troubleshoot, oversee, and support all administrative duties in the office and ensure that the office is operating smoothly.
• Manage office supplies inventory and proactively place orders as necessary: serve as the primary point of contact for all workplace vendors, including catering, cleaning, and maintenance.
• Develop office policies and procedures, and ensure they are implemented appropriately.
• Lead end-to-end logistics for on-site events, including AI hackathons, hiring events as well as on-site team catering and internal celebrations.
• Manage office access system, guest registration and security protocols to maintain a safe environment.
• Identify opportunities for process and office management improvements.
• Coordinate across internal teams and external stakeholders, including senior leaders and partners.
• Build structure, processes, and systems that scale with a fast-growing AI company.

Requirements

• Proven operational expertise in managing the day-to-day running of a high visibility office. Thrives in high pressure environments requiring solid judgement and quick decision making.
• Experience acting as the primary point of contact for building management, coordinating with vendors, and overseeing office maintenance and supplies.
• Ability to communicate effectively with a wide range of stakeholders, from senior executives and legal partners to vendors and office guests, ensuring a professional and welcoming environment.
• A proactive and forward-thinking approach, with a proven ability to anticipate needs, identify inefficiencies, and implement new processes to improve workflow in a fast-paced environment.
• Experience in fostering a positive and productive office environment, including planning and executing office-wide events, optimizing resource allocation for maximum impact, and negotiating with vendors to ensure high-quality service and cost-effectiveness.
• Based in our New York office, you will be the on-site anchor for our team, ensuring a seamless and positive experience for all employees and visitors.

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This role is both strategic and hands-on. You will build processes where there are none, improve those that exist, and ensure our physical workspace reflects the speed, creativity, and ambition of Replit. You will manage multiple office events throughout the year from start to finish.

Responsibilities

• Oversee daily office operations, ensuring a clean, safe, and productive environment for all employees and visitors.
• Serve as the primary point of contact for building management and landlords; manage communication, access, maintenance requests, and building compliance.
• Develop and maintain workplace policies, procedures, and documentation.
• Partner with internal stakeholders (People, Sales, Leadership) to plan and execute year-round in-office events, such as team offsites, community meetups, celebrations, all-hands, and external guest visits.
• Manage event logistics including space planning, A/V coordination, catering, and vendor oversight.
• Oversee daily Food & Beverage operations including snacks, beverages, catered meals, and special event catering.
• Evaluate usage patterns, manage budgets, and optimize programs for employee satisfaction and efficiency.
• Support workspace planning, including seating arrangements, space optimization, and future layout needs.
• MAC experience: lead office moves, expansions, and reconfigurations—from vendor selection to scheduling and day-of coordination.
• Collaborate with IT and People Ops to ensure smooth onboarding/offboarding processes.
• Source, negotiate, and manage relationships with vendors across facilities, F&B, cleaning, office supplies, security, and workplace services.
• Monitor service levels, budgets, and contract terms to ensure high performance and cost-effectiveness.

Requirements

• 5-7+ years of experience in office management, workplace operations, or facilities roles in a startup or similarly fast-paced environment.
• 5-7+ years of experience and expertise in event planning and execution (small to large-size corporate events).
• Experience managing F&B programs, including vendor evaluation, budgeting, and procurement.
• Direct experience coordinating with landlords/building management and handling facilities-related issues.
• Proven track record of vendor sourcing, negotiation, and ongoing relationship management.
• Strong project management skills with the ability to juggle multiple priorities and move quickly with limited direction.
• Excellent written and verbal communication skills.
• Comfortable with ambiguity, proactive, solutions-oriented, and able to anticipate operational needs.
• Ability to work on-site 5 days per week and support occasional early/late hours for events.
• Experience supporting office expansions, remodels, or full workplace buildouts.

Preferred Qualifications

• Familiarity with workplace software (e.g., Envoy, Notion, Asana, or similar tools).
• Background supporting hybrid or distributed teams.
• Experience overseeing workplace budgets.
• Passion for Replit’s mission and familiarity with startup culture, developer tools, or community-centric tech companies.
• Ability to create scalable processes and documentation from scratch.

What Success Looks Like

• A seamless office experience where employees feel supported, energized, and productive.
• A well-run workplace with strong vendor performance, clear processes, and predictable costs.
• Events that strengthen team connection and reinforce Replit’s culture.
• Office operations that scale efficiently as Replit grows.

Full-Time Employee Benefits Include:

💰 Competitive Salary & Equity 💹 401(k) Program with a 4% match ⚕️ Health, Dental, Vision and Life Insurance 🩼 Short Term and Long Term Disability 🚼 Paid Parental, Medical, Caregiver Leave 🚗 Commuter Benefits 📱 Monthly Wellness Stipend 🧑‍💻 Autonomous Work Environment 🖥 In Office Set-Up Reimbursement 🏝 Flexible Time Off (FTO) + Holidays 🚀 Quarterly Team Gatherings ☕ In Office Amenities

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What you'll do

• Coordinating incoming invoices and ensuring timely approvals and payments
• Handling supplier inquiries, administration of supplier data, and aligning with the Finance team

What you need

• You are enrolled in a university program, ideally studying Business Administration, Finance, Office Management, or a related field
• Initial experience in office work, assistance roles, or administrative tasks is a plus

Why this matters

As an Office Manager, you will play a crucial role in ensuring the smooth operation of our office in Landshut. Your attention to detail and organizational skills will help us maintain high standards of quality and efficiency.

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What you'll do

• Provide general administrative support to a department.
• Schedule meetings for executives and staff, managing conflicts and reminders.

What you need

• Knowledge of office management systems and procedures.
• High degree of professionalism in dealing with outside partners and senior executives.

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