Office Manager

AE Studio; Vega del Codorno; Presencial; EUR 67.000 - 76.000; Tempo integral

Benefícios oferecidos por esta vaga

Platinum health insurance

401(k)

Lunch and stocked kitchen at theoffice

Annual team retreat

Company laptop

Resumo da vaga

AE Studio, a 160-person ML research and consulting company, seeks an Office Manager to run the LA Marina del Rey office in-person. The role focuses on office operations, team support, travel arrangements, and personal assistant duties for the CEO.

Strong organizational, warm, hands-on traits are valued. The position involves managing vendors, events, and apartment logistics, with opportunities to expand responsibilities and work across the broader executive team.

Qualificações

• Based in or able to commute to Marina del Rey for in-office work.
• Able to drive a car with a valid license for local duties.
• 3+ years in office management, operations, hospitality, or executive/personal assistant work.
• Organized to a fault with strong attention to detail.
• Warm, service-minded, and able to manage a shared space.
• Discreet with confidential information.
• Clear writer; comfortable emailing and negotiating with vendors.
• Fluent in Google Workspace and quick to learn AI tools.
• Calm under plan changes; self-starter.
• Personal assistant work from day one.

Responsabilidades

• Run day-to-day office operations, including lunch orders, kitchen, and conference rooms.
• Manage vendors and on-site services and process invoices.
• Keep inventory of office supplies and equipment; reorder as needed.
• Be the first point of contact for office staff and visitors.
• Plan events and programs to grow in-office attendance.
• Support coworking spaces and collaborate with Chief of Staff.
• Manage AE apartments, bookings, and guest communication.
• Coordinate team travel, bookings, and ground transportation.
• Assist with annual company retreat logistics.
• Support CEO with personal and executive assistance tasks.

Conhecimentos

Office management

Operations

Hospitality

Executive assistant

Vendor management

AI tools

Google Workspace

Communication

Discretion

Travel planning

Ferramentas

Google Workspace

AI tools

Booking tools

Descrição da vaga

AE Studio is a 160-person ML research and consulting company dedicated to solving the hardest problems in AI. We use our profits to fund research on the most important problems in AI Safety and Alignment. We have offices in Los Angeles and Brazil and a large remote team.

About The Role

AE Studio is looking for an Office Manager to run our LA office in Marina del Rey. This is a full-time, in-person role. You will be the person who makes the office work and makes people want to come in.

Most of the job is office and team support. That means keeping the space running, organizing travel and housing for teammates visiting LA, and planning events that bring people together. There is also room for personal assistant work for our CEO, handled with the same care as everything else.

This is a strong fit for someone organized, warm and hands-on, who likes owning a place and making it better every week.

Key Responsibilities

LA office and coworking spaces

• Run day-to-day office operations, including the daily team lunch order, keeping the kitchen stocked, setting up the conference rooms, and managing building access and badges
• Manage vendors and on-site services such as cleaners, food & drinks, and maintenance, and track and process their invoices
• Keep inventory of office supplies, equipment and storage, and reorder before anything runs out
• Be the first point of contact for anyone working from or visiting the office
• Grow in-office attendance with recurring programming such as team lunches, game nights and monthly office rewards
• Support the coworking spaces the team uses, working with our Chief of Staff

Apartments and travel

• Manage the AE apartments in LA, covering reservations, cleaning, supplies, maintenance and anything that comes up during a stay
• Send each guest the welcome guide and apartment agreement, and keep the apartment calendars current
• Run the team travel request process and book flights, hotels and ground transportation
• Coordinate logistics for visiting teams, such as our alignment team weeks, from airport pickups to daily rides to the office
• Support our Executive Operations Manager with the annual company retreat, helping with team travel bookings and on-the-ground logistics

Team support and events

• Plan happy hours and office events, covering food, A/V, setup and parking validation
• Run birthday and work anniversary celebrations, from cakes to gifts
• Send welcome boxes to new US teammates, and help new LA teammates with parking and office access
• Handle client and internal gift requests
• Keep checklists current and use AI tools to automate the repetitive parts of the job

Personal assistant support

This part of the role grows over your first months, as you take it over from our Executive Operations Manager.

• Help our CEO day to day, keeping his office ready and stocked, handling his lunch, and taking care of personal logistics such as errands, appointments, household vendors and reservations
• Handle personal travel with the same care as work travel
• Be reachable outside standard hours when something cannot wait
• Keep personal information personal

What We’re Looking For

• Based in or able to commute to Marina del Rey, since the role is in the office Monday through Friday
• A car and a valid driver's license, because local driving is part of the job
• 3+ years in office management, operations, hospitality, or executive or personal assistant work
• Organized to a fault, able to track many small things at once without dropping any of them
• Warm and service-minded, the kind of person who makes a shared space feel looked after
• Discreet with confidential and personal information
• A clear writer, comfortable moving from a quick Slack message to a vendor negotiation by email
• Fluent with Google Workspace and quick to pick up new tools, especially AI tools
• Calm when plans change at the last minute, and able to figure things out without a playbook
• Comfortable with personal assistant work being part of the job from day one

Nice to have

• Experience running short-term rentals or furnished corporate housing
• Event or travel planning experience at a startup or tech company
• Experience with expense, invoicing and booking tools
• Interest in AI alignment and the research our team does
• Location: Marina del Rey office, in person Monday through Friday
• Reports to: Our Executive Operations Manager
• Type. Full-time

Compensation

$75,000 - $85,000/year

• Platinum health insurance, with AE covering 99% of the premium for you and your dependents
• Dental and vision plans, plus a health FSA
• 401(k)
• 15 days of PTO / year, plus 11 paid holidays
• Lunch and a stocked kitchen at the office
• Annual team retreat
• Company laptop

Equity

Working at AE means receiving equity in our client projects and in Skunkworks ventures. The equity is priced at $0 when granted for tax reasons, but AE invests millions into these projects. Equity comes from reduced margins on client work and internal funding. You get a stake in the things you help build.

The longer you stay, the more value you create and the more equity you receive. If you leave on good terms, you can retain 20% of your equity by staying engaged. If you spin out a Skunkworks venture, you retain 100%.