Office Manager and Administrative Assistant

Capella Space stands at the forefront of synthetic aperture radar (SAR) Earth observation intelligence and advanced satellite technologies. We provide customers in governments, academia, and commercial sectors with reliable information that enables unparalleled understanding of the world. Our mission is centered on delivering timely and reliable Earth imagery, supporting diverse applications in defense & intelligence, disaster response, energy, environmental monitoring and more. Utilizing cutting-edge technology, Capella Space designs, manufactures and operates an advanced constellation of SAR imaging satellites. Our market-leading SAR satellites are complemented by an unmatched data infrastructure and automated ordering and delivery platform for fast, reliable insights where and when customers need it most. 

Recognized for our technological prowess, Capella Space was honored as one of the 10 most innovative companies in Space in 2023 by FASTCOMPANY. Capella Space is an internationally trusted Earth Observation data provider, working closely with the U.S. Space Systems Command, U.S. Space Force, NASA, U.S. Air Force, U.S. Navy, U.S. National Reconnaissance Office, the Canadian Government and more to make unclassified, high-resolution SAR data more accessible.  

What Makes Capella Unique? 

Capella Space is a highly collaborative team environment, providing an opportunity to work with some of the brightest minds in the space industry, though no prior space experience is needed.  We’re looking for people excited about tackling seemingly impossible challenges, learning new skills and concepts, and helping each other achieve success. Our mission and our products are meant to understand the whole world and help everyone in it - regardless of race, creed, or any other distinction. We encourage you to bring your unique perspective to help make us stronger, including applications from those who are traditionally underrepresented in tech. 

About the Role

Capella Space is in search of a versatile onsite Office Manager and Administrative Assistant. This role demands adept management of daily office operations and facilities alongside providing vital administrative support to our executives as needed. We're seeking an individual unafraid to dive into tasks, ensuring nothing falls through the cracks while creating a welcoming experience for guests and employees. This dynamic position is pivotal to the seamless functioning of our Louisville office.

Office Manager Responsibilities

• Create a warm and welcoming office atmosphere for our team and visitors. 
• Oversee day-to-day office operations to ensure an efficient workspace.
• Ensure our facilities are kept at the highest standards, collaborating with our building management and utility companies, and adhering to ITAR and other security procedures.
• Coordinate vendors for repairs/maintenance, cleaning, security, office services, and other facilities projects.
• Track budgets for office projects to ensure consistency between invoices.
• Manage office inspections and ensure safety compliance.
• Handle inventory management and procurement of office supplies.
• Receive invoices and complete expense reports.  
• Partner with supply chain management to ship, track, and receive packages.
• Partner with Office Manager in SF to curate a diverse social calendar of community events, engagement activities, and affinity group programs for the office and company. 
• Respond to a variety of ad hoc requests to ensure smooth office operations.  

Administrative Assistant Responsibilities

• Provide administrative support to executives, including calendar management, travel arrangements, and expense reports
• Coordinate meetings, events, and conferences, ensuring smooth logistics and execution.
• Prepare and distribute agendas and meeting materials as needed for all-hands and key events.
• Handle confidential information with discretion and professionalism.

Requirements

• Full-time on-site presence required during core working hours (8:30-5:30pm MT)
• A successful professional in this role will roll up their sleeves and take on challenges. 
• Be analytical, attentive to detail, and have a growth mindset. 
• Ability to manage office-related expenses and reconcile numbers effectively.
• Be able to build great professional relationships with Capella team members and work well with a diverse group of people and workstyles. 
• Exceptional organizational skills with a track record of task completion.
• Excellent communication and interpersonal skills.
• Excitement and enthusiasm for planning and executing tasks or events.