Office Manager

Who we are

US AI stands as a forward-thinking digital transformation enterprise, dedicated to enabling individuals to achieve remarkable feats through cutting-edge technology. As a leader in Artificial Intelligence, Cybersecurity and Self-Healing Infrastructure, we are actively seeking top-tier talent to spearhead the commercialization of groundbreaking products and propel our business to new heights.

If you’re passionate about pushing the boundaries of what’s possible in the digital realm, then this is the place for you. Come work with us, and let’s redefine the future together.

About the Job

As an Office Manager, you’ll oversee the seamless execution of daily administrative and operational tasks. From scheduling and meeting coordination to facilitating demos and event organization, your role is pivotal in maintaining office efficiency. Effective communication with colleagues, clients, and vendors is crucial, requiring exceptional interpersonal skills. The ideal candidate possesses a proven record in office management, showcasing strong organizational abilities and acute attention to detail. If you excel in fast-paced and dynamic environment and seek to make a meaningful contribution, we invite you to apply.

What you’ll do

• Organize and prepare for both onsite and virtual demonstrations, liaising with technical  and non-technical teams as necessary 
• Organize and oversee meeting schedules for leadership 
• Provide support to other business functions such as marketing and sales
• Assist with various Human Resources functions such as onboarding and recruitment
• Compile, prepare and process leadership expenses and credit card reconciliation when needed 
• Support with budget management and operational cost tracking 
• Track project timelines, milestones, and deliverables regarding sales pipeline
• Support with budgets and operational cost management 
• Maintain a professional and welcoming office environment for visitors and clients
• Manage office supplies, equipment, and maintenance contracts, ensuring timely  replenishment and repairs 
• Liaise with external vendors and service providers, negotiating contracts and ensuring  quality of service delivery 
• Participate in continuous improvement initiatives aimed at enhancing efficiency and  quality 
• Coordinate client meetings, presentations, conferences and events, ensuring seamless  logistics and delivering exceptional service throughout the engagement process

Education & Experience

• Bachelor’s degree in business preferred or relevant work experience
• Minimum of five (5) years of experience in an office management, administrative or  operational role, preferably within a fast paced start-up or small business culture

Required Skills / Certifications

• Ability to travel to conferences, speak to current and prospective clients, and work  beyond an 8-hour day to support during peak times 
• Flexibility to be available to take calls and handle matters outside of core business hours  as needed 
• Basic knowledge of project management tools like Asana to track tasks, deadlines and  priorities 
• Highly organized with exceptional communication skills and ability to manage a variety  of high priority projects  
• Ability to generate reports, presentations, and draft communications for internal and  external use 
• Desire to grow and take on your own projects as deemed appropriate by leadership • Professional demeanor and soft skills such as discretion and adaptability • Positive and personable can-do attitude 
• Mastery of Microsoft Office suite and Google Workspace  
• Ability to effectively use calendar management and other tools to coordinate complex  meetings and events 
• Experience handling confidential materials for executives 
• Excellent communication and interpersonal skills, with a customer-centric approach to  client interactions. 
• Ability to adapt quickly to changing priorities and work independently with minimal supervision. 

Preferred Skills / Certifications

• Experience working for tech executives
• Basic knowledge of what it means to work in an agile environment

Security clearance

• You must be able to obtain a security clearance (Secret or higher) – US Citizenship required

benefits

• We offer a comprehensive benefits package, paid time off, life insurance, 401(k) retirement savings plan with employer matching, and opportunities for professional growth and career development.

You have the legal right to work in the United States without current or future employer sponsorship. Qualified candidates must live in the United States, with the ability to commute to the North Bethesda, MD office. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. USAI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, gender identification, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws. We prohibit and do not tolerate any form of discrimination or harassment.