Office Manager / Team Assistant



Palo Alto, CA, USA
Posted on Thursday, May 9, 2024
About Mashgin
At Mashgin, we are developing the future of checkout experiences. We aim to reduce the friction between customer desires and their ability to be on their way.
In May 2022, Mashgin closed a Series B funding round at a $1.5B valuation. We are backed by some of Silicon Valley’s leading investors including Matrix Partners, NEA and Y Combinator. Our ecosystem is anchored by the only 3D computer vision and deep learning based checkout system in the world. We have 4,000+ locations world wide with customers across a wide spectrum of verticals including the NFL, MLB, Circle K, ampm, Aramark and Compass Group.
We value autonomy of ones work, a culture of respect for one another, and building products with empathy for our customers.
Position Summary
This is an entry-level position where you’ll have the opportunity to help make Mashgin run and pitch in on all of the operations of an up-and-coming start-up. You’ll be responsible for the daily operations at HQ like keeping snacks stocked, handling incoming and outgoing mail, keeping everything clean and tidy, taking out the trash, and making things look great. You’ll also help schedule and coordinate all executive travel, arrange team meetings and events, and play a big role in maintaining our HQ Office aesthetics. You’ll think up fun ways to keep the team organized, happy, and engaged, and in your spare time you’ll work directly with our executive and VP team on exciting and challenging projects to help build our company. You enjoy being a jack-of-all trades, and you’ll get the opportunity to work on other varied projects to learn all sides of the business. You should expect to be in the office three to four days a week at minimum, and you’ll have the opportunity to work from home the rest of the time.
If you’re interested in the challenge of operations and keeping a quickly growing start-up running smoothly, then this is the opportunity for you!

You Will Be

  • Owning all office HQ operations, including watering and caring for our many office plants, keeping our kitchen appropriately stocked, handling all mail and package deliveries, and decorating and arranging the office space as we hire new employees
  • Coordinating and scheduling all executive meetings with board members and investors including meals, office preparation, calendar management, and more
  • Tracking inventory management of our internal hardware, including laptops, network devices, office supplies, kiosks, and more
  • Maintaining shipping and receiving requests for the hardware team related to shipping our product to customers, coordinating return merchandise authorizations, and updating our internal logistics sheets
  • Assisting with administrative tasks such as maintaining client invoices, receipts, agreements, and other important business documents; As you grow into the role, the administrative side of the function will scale with your experience
  • Planning events, meetings, or processes to help keep the company organized, happy, engaged, and working together as a cohesive team
  • Occasional travel may be required; we believe everyone should get out in the field, see our kiosks in action, and interact with our customers

Minimum Qualifications

  • 2+ years of experience working in a coordination, operations, or executive assistant role. Candidates with prior experience in other fields, e.g. sales or marketing, but with other relevant experience will be considered
  • A positive, can-do attitude with an endless drive for perfection
  • Self-starter who is comfortable getting the job done without much assistance
  • High attention to detail and organization skills
  • A keen eye for aesthetics and design
  • Strong written and verbal communication skills; bonus points for fluency in legalese
  • Ability to transport and lift 50 pounds or more

Preferred Qualifications

  • Working experience with Excel and/or Google Sheets with building dashboards and tracking data.
  • Previous experience as a communications lead and company culture leader.
  • Experience with project management is a plus.

What We Offer

  • An opportunity to work on a small, multidisciplinary team with the potential to break new ground in many different industries
  • Excellent health, dental and vision insurance for you and your dependents
  • 401k plan
  • Flexible PTO policy
  • Competitive salary and options in a small, rapidly scaling company
  • For roles based in Palo Alto, CA, the salary range for this position is estimated to be $85,000- $115,000 USD annually. Note that total compensation for this position will be determined by candidate’s relevant qualifications, work experience, skills, and other relevant factors. This estimate excludes the value of any bonuses; the value of any benefits offered by Mashgin; and the potential future value of any other long-term incentives.
Mashgin is proud to be an equal opportunity employer. Individuals seeking employment at Mashgin are considered without regards to race, color, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, veteran status, gender identity, or sexual orientation.