Event & Office Administrator

The Event & Office Administrator at First Resonance plays a pivotal role in ensuring the smooth operation of day-to-day activities while orchestrating memorable events both internal and client facing. With a focus on event planning & office administration, this role plays an essential part in maintaining the spirit and morale of all Resonators.

This is a great opportunity to join a fast-paced Operations team, collaborate with all functions at the Company, and make a noticeable impact for the entire First Resonance team. We would love to see the right candidate own this role and help shape its future.

Responsibilities & Duties

• Manage day-to-day operations of the office, including coordinating administrative support services, facilities management, and kitchen / office supplies.
• Develop and implement office policies and procedures to ensure smooth functioning of operations.
• Serve as the primary point of contact for internal and external stakeholders, including vendors, clients, and visitors.
• Coordinate meetings, appointments, and travel arrangements for senior management.
• Oversee office budgets and expenses, tracking expenditures and identifying cost-saving opportunities.
• Maintain office records and files, ensuring accuracy and confidentiality.
• Assist with HR functions such as recruitment, onboarding, and employee relations.
• Manage office technology systems and equipment, troubleshooting issues as needed.
• Develop and execute comprehensive event plans, including timelines, budgets, and logistical arrangements.
• Coordinate all aspects of event logistics, including catering, décor, entertainment, audiovisual equipment, transportation, and accommodations.
• Serve as the primary point of contact for clients, vendors, and internal team members throughout the planning and execution process.
• Source and negotiate with vendors, contractors, and venues to secure services and resources within budgetary guidelines.
• Anticipate and resolve any issues or challenges that arise during the planning and execution phases.
• Oversee onsite event setup, execution, and breakdown, ensuring that all details are handled smoothly and efficiently.
• Manage event budgets, tracking expenses and reconciling invoices in a timely manner.
• Conduct post-event evaluations to assess client satisfaction and identify areas for improvement. 
• Stay informed about industry trends, best practices, and emerging technologies related to event planning and management.

Minimum Qualifications & Skills

• Proven experience as an office manager or similar administrative role, including experience with planning and coordinating both internal and external events.
• Excellent organizational and time management abilities.
• Excellent interpersonal and communication skills, with the ability to build rapport with employees, vendors, and team members.
• Strong project management skills, including the ability to prioritize tasks, manage budgets, and meet deadlines, including >100% dependability.
• Attention to detail, problem solving skills, and the ability to anticipate and proactively address potential issues.
• Strong experience with admin tech & project management software (GSuite, Microsoft Suite, Asana, Etc.)
• Some flexibility to work evenings and weekends as needed, particularly during peak event seasons.
• Creativity, resourcefulness, and a passion for cultivating an exceptional work environment for fellow team members / employees. Equal level of passion for supporting / delivering exceptional event experiences.
• Ability to handle confidential information with discretion.
• Reliable transportation.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Regularly required to stoop, kneel, bend, and crouch.
• Ability to lift up to 25 pounds.

Preferred Qualifications & Skills

• Bachelor's degree in business administration, office management, related field.
• A growth mindset, eager to try on multiple hats and evolve with the company.
• Prior startup / tech experience is a plus.
• Specialization / focus in hospitality, event management, and/or marketing a plus.

Benefits & Perks.

• Team outings, group lunches, open office, happy hours.
• Paid holidays, sick days.

This is a part-time role, with the opportunity to convert into a full-time position for the right candidate. The pay range for this role is $30-$36/hour and we are currently seeking candidates who can work 24 hours per week at our office in Downtown Los Angeles (Monday, Thursday and Tuesday or Wednesday). We are able to provide flexibility in the schedule for the right candidate.

First Resonance is an equal opportunity employer dedicated to building an inclusive and diverse workforce. 

First Resonance participates in E-Verify. As part of our onboarding process, a new hire's Form I-9 information will be shared with the federal government to confirm they are authorized to work in the U.S.

Pay is based on factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience and skillset, and location. Certain roles may be eligible for incentive compensation, equity and benefits. 

First Resonance accelerates the speed and reliability of hardware development for companies manufacturing the next generation of hardware products. This includes electric airplanes, autonomous vehicles, robotics, and more. We are a group of software, hardware, and manufacturing engineers that are bringing the best of modern UX and data science to an industry that has been overly rigid in its innovation. We are removing the barriers preventing radical advancement by providing tools to manufacturing engineers and operators to move information more freely, collaborate with their teams more easily, and use the power of data to predict problems and provide insights that result in better hardware quality and delivery.