Office Manager

AE Studio; United States; On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Platinum health insurance

Dental and vision plans

Health FSA

401(k)

15 days PTO per year

11 paid holidays

Lunch and a stocked kitchen

Annual team retreat

Company laptop

Job summary

AE Studio in Marina del Rey is seeking an Office Manager to run our LA office in person. This full-time, in-office role keeps the space welcoming, coordinates travel and housing for visiting teammates, and manages vendors and day-to-day operations to ensure the office runs smoothly.

You will support the CEO with personal and professional tasks, plan events and team activities, and help the team stay productive with checklists and AI tools.

Qualifications

• 3+ years in office management, operations, hospitality, or executive/personal assistant work.
• Strong organizational and attention to detail.
• Fluent with Google Workspace and adaptable to AI tools.

Responsibilities

• Run day-to-day LA 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
• 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
• 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
• 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

Skills

Office management

Operations

Hospitality

Executive assistant

Personal assistant

Written communication

Google Workspace

AI tools

Tools

Expense tools

Booking tools

AI tools

Job description

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%.