Office Manager/People Assistant (Part-Time) - Growing Maritime Defense Business

Title: Office Manager / People Assistant
Based in: St. Petersburg, FL
FLSA: Non-Exempt
Pay: $23.50 - $31.25/hr
Work Type: Part-Time (up to 20 hours/week)

ABOUT THE COMPANY:

Pole Star Defense is a leading provider of maritime domain awareness, maritime security, and fisheries monitoring systems to the government sector. Since 1998, we have pushed the limits of innovation, mitigating growing threats to ships, supply chains, cargo, territorial waters and, most importantly, safety of lives at sea and beyond. Today, we continue to develop and implement pioneering intelligence technologies to protect customer vessels, people, maritime domain, and reputation.

POSITION DESCRIPTION:

Pole Star Defense is looking for an Office Manager/People Assistant to be responsible for ensuring the efficient functioning of our St. Pete office by overseeing various administrative tasks and managing office resources. This position is pivotal for maintaining a productive and organized workplace, enabling other staff members to perform their roles effectively. The Office Manager/People Assistant will coordinate office activities and operations to secure efficiency and compliance with company policies, manage office supplies, schedule meetings and appointments, arrange corporate events and provide general administrative support to employees. This role will be integral in maintaining our positive and professional corporate culture. The ideal candidate will be energetic, highly organized, and detail-oriented with excellent interpersonal skills and a passion for organizational processes, collaboration with team members, and boosting morale.

RESPONSIBILITIES:

• Day-to-Day office administration, i.e. stocking/ordering supplies, cleaning of common areas and conference rooms, preparing for visitors, handling incoming and outgoing communications, including phone calls, emails, and mail.
• Manages vendor relationships and ordering services: coffee, water, and online ordering
• Coordinate with the IT department on all office equipment.
• Organize and manage corporate events such as birthday celebrations, lunches, team building activities and holiday parties to include contract management, payments, and catering when applicable.
• Partner with the People Department to maintain office policies and assist with onboarding new hires, and ordering/issuing SWAG.
• Liaise with The Hub Community Manager and other tenants on Hub Happenings such as tours, Happy Hours, Tech Exchange Events and other community events.
• Personal Assistant to CEO, to include organizing logistics for BoD meetings and expense report preparation.

• Demonstrated office management experience
• Stellar organizational skills and attention to detail
• Must be a self-starter and show initiative
• Excellent interpersonal skills
• Collaborative mindset
• Proficiency with Microsoft Office Suite and Google Products

EDUCATION/CERTIFICATIONS:

• Associate’s degree or related work experience

DESIRED SKILLS (Not Required):

• Experience working with government invoicing and customers

• Annual Leave = 12.5 days
• Sick Leave = 2.5 days
• Wellbeing = 2.5 days

WORK SCHEDULE NOTE:
While this position is scheduled for a traditional Monday – Friday work week, our systems run 24/7/365 and as such, you may be expected to perform out of hours, on-call support on an as needed basis. Additional compensation may be available for working on-call, on standby or during holiday hours.

This is a Public Trust position and requires completion of a State and Federal Criminal History Report (i.e., background check) and may require a Department of Defense security clearance. Current and future employment will be contingent upon satisfactory completion of both the FBI Summary History Report and if designated, a DoD security clearance.

This position requires use of or access to information subject to the Export Administration Regulations (“EAR”) or the International Traffic in Arms Regulations (“ITAR”). Accordingly, all applicants must be U.S. persons within the meaning of these regulations. Under ITAR, a U.S. person is defined as a U.S. Citizen, U.S. Permanent Resident, or a person who is a protected individual under the immigration and Naturalization Act (8 U.S.C. 1324b(a)(3)).

Pole Star Defense is a U.S. Government contractor and is an Equal Opportunity Employer including disability and veterans.