Note: This is a 14-16 week opening for an independent contractor with the potential for permeant employment with benefits thereafter.
Office Manager and Executive Assistant at Privateer Space HQ.
https://www.privateer.com/
This position is for Office Manager and Executive Assistant for our busy Co-Founder and Chief Scientist. Enjoy a modern, clean, office with lunch provided daily. The schedule is Monday-Friday with weekends and holidays off. We're seeking an upbeat and organized individual to help keep the office on track, and manage the multiple platforms our Chief Scientist balances day to day as Co-Founder, Professor, Parent, and member of many prominent global partnerships. A laptop will be provided. This candidate must be a citizen of the United States.
Office Manager Responsibilities
-Staffing the front desk to check guests in and out
-Providing visitors with an extended stay the appropriate security access card
-Managing the security access card system
-Supplying the office with stationary, cleaning supplies, toiletries, snacks, etc
-Managing incoming and outgoing mail/packages
-Collaborating with our CPO and Marketing team monthly to maintain company culture and community
-Ordering lunch daily and on other occasions as requested
-Arranging for repairs and services within the office
-Ensuring the office is an enjoyable place to be by creating a positive atmosphere
-Arranging weekly laundry pick up
-Maintaining a clean common area (weekly cleaning service on Wednesday nights, so only general tidying is necessary)
-Prepping the office by filling water tanks, coffee machines, and restocking the beverage fridge
EA Responsibilities
-Respond to emails in a timely manner, and follow instructions.
-Be able to communicate effectively and professionally
-Extract important information and integrate it into the calendar.
-Set reminders, post due dates, attach any included instructions for tasks to be completed, input UT calendar holidays, exams, breaks, input co-parenting calendar, mark health appointments + include commute time, include addresses, flight times, etc.
-Plan with accuracy and anticipate needs.
-Prioritize and respond to items accordingly.
-Account for travel time to and from.
-Anticipate potential interferences, such as: Co-parenting schedule, traffic, time zones, meeting length, etc.
-Consider the duration of meetings in a consecutive manner and allow times for breaks, tasking, meals, and critical thinking.
-Coordinate meetings internally and externally
-Coordinate meetings with students and staff of UT Austin.
-Manage scheduling across multiple time zones
-Create, manage, and distribute” doodle polls” for large parties. (Committee meetings, working groups, and external organizations)
-Make adjustments to the calendar for holidays, travel, child care, and children’s school calendar.
-Create calendar invitations with accuracy, and include relevant context.
-Create zoom meeting links
-Maintain organization and record keeping.
-Manage multiple tasks and lines of communication.
-Follow up with items not being completed in a timely manner.
-Be able to locate necessary documents, emails, and information swiftly. (ex: locations, deadlines, paperwork, confirmation codes, event times).