Office Manager (PT)

Madrona Venture Labs; Pittsburgh (Allegheny County); On-site; USD 18,000 - 25,000; Part time

Job summary

Gray Swan is seeking an Office Manager to keep our Pittsburgh office running smoothly, blending hospitality with day-to-day operations. You'll ensure the team has what they need, visitors have a great experience, and the space stays efficient and welcoming.

You'll work approximately 20 hours per week, with around four hours each day spent in the office supporting employees, coordinating vendors, and handling local errands as needed.

Qualifications

• Experience in office management, workplace operations, hospitality, or facilities coordination.
• Excellent communication and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to work independently in a fast-moving startup environment.

Responsibilities

• Create a welcoming, professional experience for employees and visitors.
• Manage office snacks, beverages, and common area supplies.
• Coordinate and manage daily team lunches.
• Maintain office equipment and supplies (excluding IT hardware and systems).
• Welcome guests, coordinate visitor access, and prepare meeting spaces.
• Submit and track building maintenance requests.
• Coordinate deliveries, shipping, and local errands.
• Maintain an organized, clean, and functional office environment.
• Build relationships with vendors and building management.
• Identify opportunities to improve office operations and employee experience.

Skills

Hospitality mindset

Attention to detail

Organization

Ownership

Resourcefulness

Dependability

Job description

Location: Pittsburgh, PA (On-site)
Employment Type: Part-Time (20 hours/week, 5 days/week)

About Gray Swan

Gray Swan is on a mission to empower the world to use AI safely and securely. We evaluate AI models for the leading frontier labs along with building real-time threat detection and adaptive adversarial red teaming agents for teams deploying AI.

We're a team of approximately 50 people, well-funded, growing quickly. Our work directly influences how the world deploys AI agents and systems at scale..

Learn more about how we work.

The Role

The Office Manager is the person who keeps our Pittsburgh office running smoothly.

This role combines hospitality, organization, and day-to-day operations. You'll ensure our team has what they need, visitors have a great experience, and the office remains an efficient, enjoyable place to work.

You'll work approximately 20 hours per week, with around four hours each day spent in the office supporting employees, coordinating vendors, and handling local errands as needed.

If you naturally notice what's missing before anyone else does, enjoy helping people, and take pride in creating great experiences, you'll thrive in this role.

What You'll Do

• Create a welcoming, professional experience for employees and visitors.

• Manage office snacks, beverages, and common area supplies.

• Coordinate and manage daily team lunches.

• Maintain office equipment and supplies (excluding IT hardware and systems).

• Welcome guests, coordinate visitor access, and prepare meeting spaces.

• Submit and track building maintenance requests.

• Coordinate deliveries, shipping, and local errands.

• Maintain an organized, clean, and functional office environment.

• Build relationships with vendors and building management.

• Identify opportunities to improve office operations and employee experience.

You’ll Thrive Here If You

• You're hospitality-minded. You enjoy helping people and creating an environment where others feel welcome and supported.

• You notice the details. You see what needs attention before someone has to ask.

• You're organized. You can balance multiple priorities while keeping everything moving smoothly.

• You take ownership. You don't wait for instructions—you solve problems and follow them through.

• You're resourceful. You enjoy figuring things out and finding practical solutions.

• You're dependable. People know they can count on you to keep things running.

We'd Love to See

• Experience in office management, workplace operations, hospitality, executive support, customer service, or facilities coordination.

• Excellent communication and interpersonal skills.

• Strong organizational and time management abilities.

• Comfort working independently in a fast-moving startup environment.

• Ability to lift and move office supplies (up to approximately 25 lbs.) and complete occasional local errands.