EA/Office Manager

Kalogon, a smart seating startup based in Melbourne, is hiring an Executive Assistant/Office Manager to help manage schedules, travel, and serve part of the team who helps things run smoothly. The ideal candidate has supported a CEO or other similar executives as well as managed general office operations.

The scope is broad and every day is different! You might be figuring out how to move 25 people and their offices, writing a policy for visitors, negotiating with a travel partner, juggling meetings for the CEO, or doing an ad hoc project for the VP of Business Development and Finance.

This is a high-trust, high-autonomy role for someone who thrives in a fast-moving environment, brings excellent judgment to the table, and knows when to take initiative—and when to check in. You have to be comfortable knowing the job on day 1 will be different on day 30 – and that you get to drive that change too.

What You’ll Do

Executive & Leadership Support

• Manage CEO's inbox, filtering and prioritizing communications to ensure efficient workflow
• Coordinate complex calendar management, scheduling meetings and optimizing time allocation
• Process and submit expense reports with attention to detail and following company policies and understanding of financial categorization
• Plan and coordinate travel arrangements, including flights, accommodations, and itineraries
• Maintain CEO to do list and schedule heads down time
• Help Leadership and Executive team by flagging conflicting priorities
• Ad hoc projects for CEO and Executive team

Office Operations & Facilities

• Oversee facilities maintenance and coordinate with vendors for repairs and improvements
• Maintain building access codes and keys for new employees/contractors
• Manage real estate responsibilities including rent payments, utility coordination, and landlord communications
• Ensure team has necessary office supplies, equipment, and ensure optimal working conditions for all staff
• Work with leadership team to ensure we create a productive and welcoming environment
• Work with marketing team on in-office events
• Support various ad-hoc projects and initiatives as needed
• Coordinate interview scheduling and recruitment logistics
• Guide new employees through in-office orientation
• Serve as backup for shipping and receiving

Skills & Experience

• 3+ years of experience as an Executive Assistant, Office Manager, or similar role
• Proven experience supporting C-level executives with complex scheduling and communication needs
• Strong organizational skills with exceptional attention to detail
• Excellent ability to collaborate with coworkers and outsider partners via all appropriate communication channels
• Proficiency in calendar management tools, expense reporting systems, and standard office software
• Experience with facilities management and vendor coordination
• Travel planning and coordination experience
• Ability to handle sensitive and confidential information with discretion
• Good judgment for both prioritization and when to seek wisdom/guidance/help on projects

Employment Details

This is a full time, in-office role based in the Kalogon offices in Melbourne, Florida.

Kalogon offers a competitive salary and benefits package.

Other benefits include:

• Equity
• 401k with matching
• 20 days off per year
• 5 all-team holidays, 3 floating holidays

Reports To: CEO

Work with: Executive Team, Leadership Team, and basically the entire company!

About the company and our products

Kalogon is a venture-backed small business based in Melbourne, Florida, composed of top engineering talent from SpaceX, NASA, and Siemens. Our mission is to eliminate the stresses of sitting and improve health through inventive seating technology.

Kalogon’s flagship medical product is a customized smart cushion, Orbiter Med, that relieves pain and fatigue experienced by individuals who use wheelchairs. We have three other products in the medical space: Bondar (back support), Booster (smart cushion accessory), and our original Orbiter (smart cushion).

Beyond healthcare, we’re expanding into defense and aviation with three U.S. Air Force Direct to Phase II SBIR contracts to design custom seating for B-52 and E-4B aircrew, and a commercial aviation proof of concept. 

Our product, development, and production teams leverage lean startup methodology to rapidly improve our technology in close partnership with our customers and partners. At the core of our approach is empathy-driven design, ensuring that we deeply understand the challenges our users face and create solutions that directly address their needs, enhancing both comfort and quality of life.

Learn more at www.kalogon.com/careers