Workplace Operations

About the role

In this position, you will play a crucial role in managing the internal events of the company, providing essential administrative support to our founders, and overseeing future office expansions. Your contributions will be key in fostering a positive workplace atmosphere and facilitating the growth of Cartesia.

Key facts

What you'll do

• Plan, coordinate, and implement all internal company events and cultural initiatives autonomously, ensuring they align with the company's values and objectives.
• Offer comprehensive administrative assistance to the founders, which includes managing their calendars, arranging travel itineraries, and handling various requests with a high level of confidentiality.
• Supervise the daily operations of the office, making sure that supplies are replenished and vendor relationships are maintained effectively.
• Develop and manage relationships with vendors, overseeing budgets and tracking expenses to identify areas for cost efficiency.
• Prepare the office space for new employees, ensuring that their workstations, equipment, and access credentials are ready prior to their start date.
• Lead the entire process of identifying and establishing Cartesia's next primary office, from selecting the site to designing the space and coordinating the move.
• Facilitate the setup and management of new international office locations as the company continues to expand its global footprint.
• Collaborate with various teams to ensure that the workplace environment supports productivity and employee satisfaction.
• Conduct regular assessments of the office environment and employee needs to recommend improvements or changes.
• Act as a liaison between employees and management to address workplace concerns and enhance the overall employee experience.
• Implement and maintain workplace policies and procedures that support a positive and efficient work environment.
• Stay informed about industry trends and best practices in workplace management to continually improve operations.

Requirements

• A minimum of 2 to 5 years of experience in office management, workplace coordination, recruiting coordination, or providing executive/administrative support, ideally within a dynamic tech or startup environment.
• Demonstrated capability in managing vendor relationships and facilities, including experience with contract negotiations and accountability.
• Proficient in budget management, with a track record of monitoring expenses and analyzing costs per employee.
• Comfortable providing administrative support to senior leaders, demonstrating the ability to respond promptly and with discretion.
• Ability to thrive in uncertain situations and create processes where none currently exist.
• A genuine passion for enhancing physical workspaces and improving employee experiences, with a keen eye for detail.
• A proactive approach to fostering a strong company culture and engaging with employees beyond logistical responsibilities.
• Excellent communication and interpersonal skills, with the ability to work collaboratively across teams.

Nice to have

• Experience working at a company that experienced rapid growth in employee numbers.
• Having served as the first Office Manager, with the opportunity to build the function from the ground up.
• Direct experience in office searches, lease negotiations, or managing company relocations.
• Background in establishing a new office in a different city or country, contributing to the company's global expansion efforts.
• Familiarity with workplace wellness initiatives and employee engagement strategies.

Skills & tools

• Proficient in office management software and tools, including project management platforms and communication applications.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Familiarity with budget tracking and financial management tools.
• Excellent problem-solving abilities and a proactive mindset.
• Knowledge of workplace safety regulations and best practices.

Practical notes

• Cartesia is an E-Verify participant, ensuring compliance with employment eligibility verification.
• Visa sponsorship is available and will be evaluated on a case-by-case basis.
• Employees in the U.S. are offered comprehensive medical, dental, and vision insurance for themselves and their families, along with generous parental leave policies, a 401(k) retirement plan, a monthly commuter allowance, flexible paid time off, and daily meals and snacks.