Office Manager and Administrative Assistant

Summary

Join WALT Labs as our Office Manager & Administrative Assistant and become a vital part of our team, ensuring the smooth daily operation of our office environment. You will support the execution of internal systems across HR and Operational functions, coordinate logistics for our UK, US, and global offices, and support company events and communications. This hands-on role requires strong organizational skills and attention to detail to maintain efficiency and alignment within the organization. You will manage office operations, administrative processes, provide HR and onboarding support, and ensure compliance with documentation procedures. The ideal candidate is highly dependable, self-directed, and able to work effectively with minimal supervision. This role offers a variety of benefits, including remote work flexibility.

Requirements

• Strong organizational skills and attention to detail
• Proven ability to manage logistics, schedules, and multi-department checklists
• Familiarity with tools like Google Workspace, Slack, Jira, and Confluence
• Comfort navigating a fast-paced environment with shifting priorities
• Solid written communication skills and experience proofreading
• Comfortable managing travel, basic expense tracking, and internal systems
• Highly dependable, self-directed, and able to follow through with minimal supervision
• Friendly and composed under pressure; maintains professional tone at all times
• Proactive communicator and task-mover: identifies gaps and closes them
• Maintains confidentiality and discretion across HR and legal processes

Responsibilities

• Open and close the office daily
• Maintain a tidy, professional office space—coordinate with cleaners and vendors as needed
• Monitor and restock supplies: office, kitchen, cleaning, and restroom inventory
• Manage all shipping, receiving, and mail handling
• Book car services, couriers, and coordinate in-person Google visits
• Maintain a curated local list of hotels, restaurants, and logistics vendors
• Prepare travel reimbursement reports as required
• Join meetings as needed, aid in capturing actions from AI tools
• Track and follow through on team tasks and checklists—ensure accountability and reminders
• Manage shared calendars, conference room bookings, and office event logistics
• Proofread documents, internal decks, or collateral before publication or leadership review
• Identify and anticipate recurring administrative needs (e.g., quarterly tasks, seasonal operations, compliance timelines) and proactively initiate actions or reminders
• Support with formatting and updating internal documentation (handbooks, guides, newsletters, templates)
• Support onboarding logistics for new hires
• Coordinate laptop/tech shipping and access provisioning
• Update shared calendars and confirm 1:1s and onboarding meetings
• Deliver onboarding slide decks or checklists
• Ensure PTO and handoff documentation is completed and reflected in calendars
• Support HR comms such as company-wide announcements
• Review legal documents for basic formatting and completeness before circulation
• Track document signature status and organize signed versions in the appropriate Drive folders
• Coordinate document access or routing between HR, Legal, and Operations
• Maintain a working knowledge of basic onboarding and contractor agreement flows

Preferred Qualifications

• Experience supporting HR and Legal admin workflows
• Event coordination or office vendor liaison experience
• Familiarity with UK and US-based operations or hybrid orgs

Benefits

• Medical, Dental & Vision
• Paid Time Off (Vacation, Sick & Public Holidays)
• Access to company gym and wellness center (PR Fitness)
• MacBook Laptop
• Real transparency into the rest of the company
• Remote work flexibility