Office Manager

Navi AI; San Francisco (CA); On-site; USD 90,000 - 150,000; Full time

Benefits offered by this job

Early-stage equity

Flight training

First ops seat

Impact you can see

Job summary

Navi AI is seeking an organized and proactive Operations/Office Manager to own the San Francisco office. You will manage space, supplies, vendors, and the day-to-day flow that keeps the team heads-down and shipping.

You’ll also support founders with calendars, travel, and expenses while guiding onboarding and office culture. As the first ops hire, you’ll build scalable systems, host guests from customers to investors, and help Navi maintain a frictionless in-person experience that matches the

Qualifications

• 2–4 years in office management, operations, executive assistance, or hospitality.
• Ridiculously organized with a system for everything and nothing dropped.
• Proactive problem-solver who spots issues before they arise.
• Comfortable managing a founder's calendar, travel, and expenses.

Responsibilities

• Run the San Francisco office day to day: space, supplies, mail, equipment, and operations.
• Own vendor and building relationships: landlord, cleaners, caterers, IT, furniture.
• Host customers, pilots, investors, and candidates to keep Navi sharp in person.
• Support the founders: calendar management, travel booking, expense reports.
• Own Navi merch end to end: inventory, reorders, quality, and distribution.
• Prepare new hires: desk, laptop, badge, swag, and a smooth first week.
• Plan team offsites and rituals that sustain a fast-moving company.
• Build repeatable systems as the team doubles and scales.

Skills

Office management

Calendar management

Vendor management

Event planning

Tools

Ashby

Notion

Slack

Google Workspace

Brex

Ramp

Job description

Navi captures everything a pilot sees and hears and turns it into automated debrief intelligence. The platform is live at flight schools, business jet operators, and the U.S. Air Force. All of it runs out of one office in San Francisco - and you're the person who makes that office work.

About the role

This is the first operations hire at Navi, and it's a role you grow into as fast as you can carry it. You own the physical company: the space, the vendors, the supplies, the food, the visitors, the gear. You also give the founders back their time - calendars, travel, expenses, and the hundred small things that would otherwise eat a founder's afternoon.

You'll be the first person in the office and the reason everyone else's day is frictionless. Engineers shouldn't be ordering monitors. Founders shouldn't be booking flights. You handle it before anyone has to ask.

This is not a role where you wait for a ticket. You notice, and you fix it.

What you'll do

• Run the San Francisco office day to day - space, supplies, snacks and meals, mail, equipment, and everything else that keeps a team of builders heads-down

• Own vendor and building relationships - landlord, cleaners, caterers, IT, furniture, whatever we need next

• Host everyone who walks through the door - customers, pilots, investors, defense partners, candidates - and make Navi feel as sharp in person as it does in the product

• Support the founders directly - calendar management, travel booking, expense reports, and keeping the week from falling apart

• Own Navi merch end to end - inventory, reorders, quality, and getting the right gear to customers, events, new hires, and the team

• Get new hires set up before day one - desk, laptop, badge, swag, and a first week that feels intentional

• Plan team offsites, dinners, and the rituals that hold a fast-moving company together

• Build the systems that make all of this repeatable as the team doubles, and then doubles again

About you

• 2-4 years in an office management, operations, executive assistant, or hospitality role - you've kept something real running

• Ridiculously organized, with a system for everything and nothing dropped

• You anticipate. You see the problem a week out and it's solved before anyone notices there was one

• Comfortable owning a founder's calendar and travel, and exercising judgment on their behalf

• Warm and unflappable in person - you're the first impression Navi makes on a four-star general and on a 19-year-old student pilot

• You take pride in the details: how the office smells, how the hoodie fits, how the coffee tastes

• You want to be onsite, every day, because the job is the room

Nice to have

• Startup experience, especially as an early or first ops hire

• Experience with vendor negotiation or merch and apparel sourcing

• Comfort with modern tooling - Ashby, Notion, Slack, Google Workspace, Brex or Ramp

• Event planning, hospitality, or aviation background

Why this role matters

Every hour a founder or engineer spends on logistics is an hour not spent shipping. This role is leverage: you take the entire operational surface of the company onto your shoulders so the rest of the team can go fast. And every person who ever visits Navi - the customer deciding whether to deploy, the candidate deciding whether to join, the investor deciding whether to write the check - forms their impression in a room you built.

What you'll get

• Early-stage equity - real ownership in a category-defining company

• Flight training - earn your pilot's license on us

• The first ops seat at a company that will need a whole operations function, and a role that scales with it

• Impact you can see - you're building the place where aviation's new standard gets made

How we work

• Find a way. We don't wait for permission or perfect information. Ideas come from anywhere regardless of title. Figure it out, ship it, iterate.

• Creativity over control. First principles over process. We'd rather have a creative solution that's 80% right today than a perfect one next quarter.

• Update fast. Come in with a hypothesis, throw it away when the data says otherwise. Ego has no place here.

• Intensity with focus. We work hard because the mission demands it. Clarity on what matters is how we make that sustainable.