Office & Events Manager

About Mach Industries

Founded in 2023, Mach Industries is a rapidly growing defense technology company focused on developing next-generation autonomous defense platforms. At the core of our mission is the commitment to delivering scalable, decentralized defense systems that enhance the strategic capabilities of the United States and its allies. With a workforce of approximately 350 employees, we operate with startup agility and ambition.

Our vision is to redefine the future of warfare through cutting-edge manufacturing, innovation at speed, and unwavering focus on national security. We are dedicated to solving the next generation of warfare with lethal systems that deter kinetic conflict and protect global security.

The Role

We are seeking a highly organized, resourceful, and proactive Office & Events Manager to oversee daily office administration, coordinate company events, and provide administrative support to executive leadership. This role will serve as a central point of coordination for office administration, employee engagement activities, company events, and executive administrative needs. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail, and can independently manage competing priorities while maintaining a professional and welcoming office environment. This is a hands-on role requiring strong organizational skills, discretion, flexibility, and a willingness to support responsibilities beyond traditional office management

Key Responsibilities

Office Management & Administration

• Oversee daily office administrative functions to ensure efficient and organized operations.
• Manage office supplies, general purchasing, inventory, and administrative resources.
• Serve as a primary point of contact for general office inquiries, visitors, and administrative requests.
• Coordinate incoming and outgoing mail, deliveries, shipments, and general office correspondence.
• Manage administrative vendor relationships, including office supply providers, catering services, and other general service providers.
• Assist with administrative budgets, purchasing, expense tracking, invoice processing, and procurement activities.
• Develop and maintain office procedures, administrative records, and organizational systems.
• Coordinate with HR, IT, and other departments to support new-hire onboarding and employee administrative needs.

Workplace & Office Operations

• Serve as a primary point of contact for day-to-day workplace and office needs.
• Ensure office spaces remain organized, functional, professional, and ready to support employees, executives, and visitors.
• Coordinate office supplies, common-area standards, workplace amenities, furniture, and employee support needs.
• Support conference rooms, collaboration spaces, breakrooms, kitchens, executive areas, and shared workplace environments.
• Coordinate with Facilities on building-related issues impacting the employee workplace experience.
• Partner with IT and Security on workstation moves, conference room requirements, access needs, and employee onboarding/offboarding activities.
• Support workplace readiness for new hires, visitors, leadership meetings, company events, and other business activities.
• Manage workplace vendors and service providers as assigned.
• Monitor employee workplace feedback and identify opportunities for continuous improvement.

Event Planning & Employee Engagement

• Lead the planning, coordination, and execution of company-sponsored events, employee engagement activities, and corporate gatherings.
• Organize internal events, including all-hands meetings, leadership gatherings, team-building activities, holiday celebrations, and company milestones.
• Manage event logistics, including venue selection, catering, vendor coordination, transportation, equipment, setup, and breakdown.
• Develop and manage event budgets, schedules, and planning timelines to ensure successful execution.
• Partner with HR, leadership, and cross-functional teams to develop initiatives that strengthen employee engagement and company culture.
• Coordinate executive and VIP visits, including meeting arrangements, hospitality, and onsite logistics.

Executive & Leadership Support

• Provide administrative and logistical support to designated executives and senior leaders as business needs require.
• Assist with calendar management, meeting coordination, scheduling, and preparation for internal and external meetings.
• Coordinate meeting logistics, conference rooms, catering, technology requirements, materials, and other executive meeting needs.
• Support executive travel planning, itineraries, reservations, and related logistics when required.
• Coordinate executive and VIP visits, including workplace readiness, access, meeting spaces, catering, and visitor experience.
• Assist with leadership offsites, company events, customer meetings, and other high-priority gatherings.
• Help manage competing priorities and proactively identify scheduling, workplace, or logistical conflicts.
• Prepare or coordinate meeting materials, agendas, presentations, and other administrative documentation as needed.
• Handle sensitive and confidential business information with a high degree of professionalism and discretion.
• Serve as a responsive point of coordination between executives, internal teams, visitors, and external partners.

Cross-Functional & General Operations

• Assist with special projects, organizational initiatives, and other business operations as assigned.
• Identify opportunities to streamline administrative processes and improve operational efficiency.
• Maintain accurate administrative records, documentation, vendor information, and reporting.
• Demonstrate flexibility and a willingness to perform duties outside the traditional scope of office management, including general administrative, logistical, and operational support as business needs evolve.

Required Qualifications

• 3-5+ years of professional experience in office management, executive administration, hospitality, event management, or a related field.
• Demonstrated experience supporting senior executives or executive leadership teams in a fast-paced professional environment.
• Strong organizational and project management skills, with the ability to manage multiple priorities and competing deadlines.
• Experience independently planning and executing corporate events, meetings, and employee engagement activities.
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and other common productivity tools.
• Excellent written and verbal communication skills, with a high degree of professionalism and interpersonal awareness.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Experience managing vendors, coordinating services, tracking budgets, and processing purchase requests.
• Strong problem-solving skills, resourcefulness, and the ability to operate independently with minimal supervision.
• Willingness to be hands-on and support evolving administrative needs in a dynamic startup environment.
• Ability to occasionally lift, move, or arrange office supplies and event materials weighing up to 25 pounds.