Office Manager

JOB OVERVIEW

JOB TITLE

Starlab Office Manager

DEPARTMENT                         

Starlab HQ

JOB GROUP / 

P&E REQUIREMENTS

REPORTS TO

Starlab CEO

FLSA STATUS/EXEMPTION 

Exempt

MISSION OF THE POSITION

We are seeking a highly organized and proactive individual to support the Starlab CEO, with additional responsibilities to assist other C-Suite executives. This hybrid role combines executive assistance and office management duties, requiring strong multitasking skills, attention to detail, and discretion. Key responsibilities include managing the CEO’s and other executives' schedules, coordinating meetings, overseeing office operations, and ensuring smooth day-to-day functioning of the office. The ideal candidate will have excellent communication skills, proficiency in office software, and the ability to handle sensitive information with confidentiality. Experience in tech or engineering industries is a plus.

This role reports directly to the Starlab CEO and supports other C-Suite executives.

ESSENTIAL DUTIES

1. Manage the CEO’s calendar, schedule meetings, and coordinate travel arrangements
2. Serve as a point of contact between the CEO and internal/external stakeholders
3. Oversee daily office operations, including supplies, vendor management, and facilities
4. Assist in preparing reports, presentations, and documents for meetings
5. Ensure office systems (communication, IT, etc.) run smoothly and efficiently
6. Handle confidential and sensitive information with discretion
7. Coordinate and organize company events, meetings, and team-building activities
8. Manage office budgets, expenses, and financial records
9. Supervise administrative staff or contractors as necessary
10. Maintain a welcoming and professional office environment for visitors and employees

ADDITIONAL RESPONSIBILITIES

• Support other C-suite executives

SUPERVISORY RESPONSIBILITIES

• none

COMPETENCIES

EDUCATION

• Bachelor’s Degree in Business Administration, Office Management, or a related field (preferred but not always required).

CERTIFICATIONS & LICENSES

• Diploma or certification in Administrative Support, Office Management, or relevant courses.

EXPERIENCE

• 3-5 years of experience in an administrative, executive assistant, or office management role.
• Proven experience supporting senior executives, including managing schedules, travel, and communications.
• Prior experience in office operations management, such as overseeing office supplies, vendor relationships, and facility maintenance.
• Experience in budgeting and expense management to track office costs and financial records.
• Strong knowledge of office technology and software, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), calendar management tools, and project management software.
• Experience in coordinating events and meetings, including logistics and vendor coordination.
• Ability to handle confidential and sensitive information with discretion.
• Experience in a tech or engineering environment is a plus, particularly for familiarity with industry-specific workflows.
• Project management experience or exposure to managing small teams or projects is desirable.
• Proven ability to multitask and prioritize in a fast-paced environment.

TALENTS

• Proactive Attitude – Ability to anticipate needs and take initiative without constant direction.
• Attention to Detail – Precision in managing schedules, documents, and office tasks to avoid errors and ensure smooth operations.
• Multitasking Ability – Capability to juggle various responsibilities, from supporting the CEO to overseeing office management, without missing deadlines.
• Adaptability – Flexibility to adjust to changing priorities and challenges in a dynamic, fast-paced environment.
• Discretion and Trustworthiness – Ability to handle sensitive information and confidential matters with absolute integrity.

To meet obligations and signed agreements with NASA which allow access to necessary and critical data to perform these duties, you must be eligible to obtain the required authorizations from NASA, which authorization would not be granted for persons born in, or who have current or dual citizenship in, Russia, China (PRC) or any country from the designated countries list (https://www.state.gov/state-sponsors-of-terrorism/) that is on the State Sponsors of Terrorism list.

To conform to U.S. Government space technology export regulations, including the International Traffic in Arms Regulations (ITAR) you must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State.

 Starlab Space, LLC. is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law. 

Minority/Female/Disabled/Veteran

The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements. This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.