Office Manager bei Starlab Space

Title: Office Manager

Segment:   Starlab Space

Location:  Webster, TX

Job Type: Full Time  - In Office

Relocation Eligible: No

Company Description: 

Starlab Space is a US-led global joint venture and partner network that is ensuring a continued human presence in low-Earth orbit and dedicated to providing a seamless transition of microgravity research from the International Space Station into the new commercial space station era.

We firmly believe in space as a tool for transformation, one that can exponentially improve life on Earth.

Position Description:

To meet the needs of our growing office, our team is seeking an individual with diverse skill sets who can serve in a support capacity to our general counsel as well as manage our Webster, TX office and support the Starlab executives.

This hybrid role involves providing document management support, executive assistance and office management, requiring strong multitasking skills, attention to detail, and discretion. Key responsibilities include managing the CEO’s and other executives' schedules, maintaining corporate legal records, coordinating meetings, and ensuring smooth day-to-day functioning of the office. The ideal candidate will have qualified document management experience, excellent communication skills, proficiency in office software, and the ability to handle sensitive information with confidentiality. Experience in tech or engineering industries is a plus.

Responsibilities: 

• Manage calendars, schedule meetings and depositions, and coordinate travel arrangements
• Serve as a point of contact between the CEO and internal/external stakeholders
• Oversee daily office operations, including supplies, vendor management, and facilities
• Assist in preparing reports, presentations, and documents for meetings
• Ensure office systems (communication, IT, etc.) run smoothly and efficiently
• Handle confidential and sensitive information with discretion
• Coordinate and organize company events, meetings, and team-building activities
• Manage office budgets, expenses, and financial records
• Supervise administrative staff or contractors as necessary
• Maintain a welcoming and professional office environment for visitors and employees

Document management (40%)

• Assist with maintaining corporate records (e.g., minute books, resolutions, filings) and ensuring adherence to corporate policies and governance requirements.
• Organize and maintain all contractual and corporate and legal files and records, both physical and electronic, ensuring proper documentation and retrieval. Assist with the entire contract lifecycle, including drafting, reviewing, and organizing various agreements (e.g., vendor contracts, non-disclosure agreements, licenses).
•  Communicate effectively and professionally with internal stakeholders across various departments (e.g., finance, human resources, sales), external counsel, government agencies, and other relevant parties.
• Utilize available software, document management systems, contract management tools, and other technology to streamline workflows, manage information, and enhance efficiency within the company.
• Take on ad-hoc legal tasks and projects as assigned, demonstrating flexibility and initiative.

Requirements:

• 5-7 years of experience in an administrative, executive assistant, or office management role.
• Proven experience supporting senior executives, including managing schedules, travel, and communications.
• Prior experience in office operations management, such as overseeing office supplies, vendor relationships, and facility maintenance.
• Experience in budgeting and expense management to track office costs and financial records.
• Strong knowledge of office technology and software, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), calendar management tools, and project management software.
• Experience in coordinating events and meetings, including logistics and vendor coordination.
• Experience in and ability to maintain and upkeep an accessible system of company records and contracts.
• Ability to handle confidential and sensitive information with discretion.
• Experience in a tech or engineering environment is a plus, particularly for familiarity with industry-specific workflows.
• Project management experience or exposure to managing small teams or projects is desirable.
• Proven ability to multitask and prioritize in a fast-paced environment.
• 3+ years of experience managing legal documents in secure document management systems.
• Preferred background in corporate law, contract law, and regulatory compliance as a document manager/paralegal preferred.
• Preferred experience and proficiency in legal research tools (Westlaw, LexisNexis, etc.) and document management systems.

Preferences:

Starlab Space offers a comprehensive, total compensation package, which includes competitive salary, a discretionary annual bonus plan, unlimited paid time off (PTO), a comprehensive health benefit package, retirement savings, wellness program, and various other benefits. When you join our team, you’re not just an employee; you become part of a dynamic community dedicated to innovation and excellence.

To conform to U.S. Government space technology export regulations, including the International Traffic in Arms Regulations (ITAR) you must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State.

Starlab is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law. 

Minority/Female/Disabled/Veteran

The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements. This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.