Office Manager/Admin Assistant

Chaos

Chaos

Administration, Operations
Washington, DC, USA
Posted on Wednesday, May 8, 2024
CHAOS Inc. is a global technology company that is delivering next generation capabilities to the defense and critical industrial sectors. Founded in 2022 by a seasoned leadership team, CHAOS has quickly become the place where world-class multi-disciplinary engineers come to build mission-critical technologies. CHAOS has a mission-focused culture, dedicated to solving the toughest technical challenges. Its unique agile engineering approach enables rapid prototyping, while deep partnerships with defense and industry ensure real-world solutions.

Role Overview

We’re looking for a driven, organized and forward-thinking Office Manager/Admin to head up day-to-day operations in our Washington D.C. office. This role involves wearing multiple hats centering around office operations, managing scheduling and travel for a few senior leaders, as well as being involved in facilities logistics.

Responsibilities

Office Operations Management:

  • Supervise day-to-day office operations, ensuring a productive and collaborative work environment
  • Coordinate and manage office supplies, equipment, and facilities to maintain an efficient and well-equipped workspace
  • Implement and maintain office policies and procedures to enhance organizational efficiency
  • Manage relationships with external service providers and vendors to support office needs
  • Assist in planning and execution of DC office-specific events and activities

Administrative Assistance

  • Provide administrative support to members of leadership team including managing calendars, scheduling meetings, handling travel arrangements, and managing/submitting travel expenses to our system
  • Act as a liaison between leadership and internal/external stakeholders, ensuring effective communication and information flow
  • Proactively identify ways to enhance employees’ & visitors’ in-office experience at every touch point

Facilities Management

  • Take charge of the current temporary office setup, ensuring a smooth transition and operational continuity to our upcoming permanent office setup
  • Address any immediate issues related to office infrastructure, technology, and logistics
  • Collaborate with vendors, contractors, and relevant stakeholders to ensure a seamless transition to the new office space
  • Manage the logistics of office furniture, equipment, and technology installations
  • Implement and enhance office security protocols, ensuring the safety and confidentiality of company assets

Additional Responsibilities

  • Serve as the main point person for DC office location, handling logistics and coordination of office visits from important company clients, interview candidates, vendors, etc.
  • Assist in coordinating IT support for the office and liaise with the company's IT department to resolve technical challenges

Minimum Requirements

  • Proven experience as an administrative assistant or office manager providing support to multiple team members, preferably in a startup or dynamic work environment
  • Strong experience serving in a multi-pronged role requiring ability to seamlessly switch gears at a moments’ notice
  • Experience managing facility logistics; preferably with new office/location move-ins and rollouts
  • Exceptional organizational and multitasking skills with a keen attention to detail
  • Strong communication and interpersonal skills, with the ability to interact with individuals at all levels
  • Proficient in office software and productivity tools (Microsoft Office, Google Workspace, etc.).
  • Demonstrated ability to take initiative, work independently, and handle highly confidential information

Preferred Requirements

  • Bachelor's degree in Business Administration, Office Management, or a related field
  • Previous experience working in a fast-paced, ambiguous start up environment

Why CHAOS?

  • Health Benefits: Your medical, dental and vision benefits will be 100% paid for by the company
  • Additional benefits: life, FSA, HSA, 401k (+ Company match), and more
  • Our Perks: free lunch every day, ‘No meeting Fridays’, unlimited PTO (for exempt employees), casual dress code, beautiful office location in Hermosa Beach with ocean views!
  • Compensation Components: competitive base salaries, generous pre-IPO stock option grants, relocation assistance + (coming soon!) annual bonuses
  • Company Size: 55 employees and counting!
  • More About Us: We're building the next generation of aerospace, defense and critical industry technologies with a seasoned team of mission-focused individuals. We were founded in June 2022 and our goal is to become the platform where world-class engineers come to solve critical, real-world problems. We use agile engineering approaches which enable rapid prototyping, deep partnerships with the defense industry ensuring real-world application, and our newly-invented Coherence platform (through which we’ve made a fundamental breakthrough) improves sensor performance and decision-making in real-time. As of September, 2023 we have raised ~$100M with 8VC as a leading investor. With a managing team that includes Epirus’ founding members (responsible for building a $1.5B company from scratch) + key drivers from Palantir (instrumental in Palantir’s growth to $1B in revenue), we are well-positioned to become one of the fastest growing companies to date!

Salary range: $80k-$110k/year

The stated compensation range reflects only the targeted base compensation range and excludes additional earnings such as bonus, equity, and benefits. If your compensation requirements fall outside of the range, we still encourage you to apply. The salary range for this role is an estimate based on a range of compensation factors, inclusive of base salary only. Actual salary offer may vary based on (but not limited to) work experience, education and/or training, critical skills, and/or business considerations.