Office Manager

Who this role is best for

Derived from job-description analysis by Serendipath's career intelligence engine.

Skills & requirements

About the role

Vaulted is a waste management company that removes carbon. We take organic waste that can pollute our environment above ground and safely inject it ultra deep underground—permanently removing carbon from the atmosphere while protecting local land, air, and water. Vaulted is based in Houston, San Francisco, and Kansas.

With a growing team of 70+ people across the country, Vaulted signed the second largest carbon removal offtake ever with Microsoft in July 2025 and is rapidly expanding to new sites.

Vaulted's proprietary technology builds on decades of expertise to deliver safe, durable carbon and waste management solutions now, at scale.

At Vaulted, we have an ambitious plan to rapidly grow our team, scaling our ability to manage organic waste and deliver permanent carbon storage. As the Office Manager, you will provide high-level administrative support to the executive team while overseeing facilities and key operational processes to ensure smooth, efficient day-to-day operations. Responsibilities are as follows:

· Administrative Support: support executive workflows through calendar management, travel logistics and meeting coordination across multiple time zones.

· Office Management: maintain an organized, professional, and well-supplied office environment. This includes managing office vendor relationships, building operations, equipment, snacks, mail, and general facility needs. The person will also support employee onboarding and offboarding through equipment ordering and set-up.

· General Business Operations: Strengthen execution of office and business operations by helping to evolve internal processes and technology support

· Event Planning: plan & coordinate company events, including team meals & celebrations, offsites & All Hands (in conjunction with Chief of Staff), Leadership retreats, board meetings, and holiday events. Duties include calendar management, logistics, and day-of execution.

· Workplace Experience: manage and procure company swag, business cards, new-hire welcome packages, employee gifts & recognition items (including related communications), and other key company culture-building tasks.

· Vendor Management: source, evaluate, and manage vendors across a range of services (i.e., photography, website design, event support, etc.), ensuring timely procurement and coordination for team needs.

What You Will Bring

To succeed in this role and to help the company achieve its mission, the Office Manager must possess an organized, proactive approach to managing a wide range of duties with a growing team of ever-changing needs. In addition, we seek a candidate with:

· Proven experience in office management, operations, executive assistance, or similar administrative roles

· Excellent time management, attention to detail, organizational and multitasking skills – ability to shift priorities without losing attention to detail

· Ability to work independently, maintain confidentiality, and operate with discretion when supporting executives

· Proficiency with common office software such as Microsoft Office Suite

· High reliability and timely execution style, especially around recurring time-sensitive responsibilities (onboarding, calendar upkeep, events planning, office operations)

· Excellent written and verbal communication skills, including comfort and professionalism interacting with internal stakeholders, vendors, and board members

· A people-centric mindset to strengthen an environment where Vaulters feel supported, equipped, and inspired to achieve their goals

· Cultivate and nurture a positive office culture through events, recognition, and keeping a pulse of office morale

You'll Thrive Here If:

· You are highly action-oriented, thriving in a fast-paced environment where scalable waste management meets permanent carbon removal

· You're energized by solving problems in ambiguity, taking independent ownership of your responsibilities as we chart a new industry pathway

· You value and exercise respectful dissent - including giving & receiving feedback! - grounded in kindness and positive intent

· You exhibit genuine care and appreciation for fellow Vaulters through the wins, setbacks, milestones, and everything in between

Source: Vaulted Deep careers (Ashby)