We're looking for an Executive Assistant / Office Coordinator to serve as strategic support to our leadership team while ensuring our Ann Arbor Innovation Lab operates as a welcoming, efficient hub for collaboration. Reporting to the VP, People & Talent, this role combines high-level executive support with office coordination and operational management, creating exceptional experiences for employees, customers, and partners. The ideal candidate thrives in dynamic environments, anticipates needs before they arise, and brings both polish and warmth to everything they do. You'll join a diverse team of experts who are mission-driven, collaborative, and adaptive.
Responsibilities
- Manage complex calendars, travel arrangements, and meeting preparation for CEO and executive team, proactively resolving scheduling conflicts and ensuring leaders are prepared for every engagement
- Handle confidential information with discretion and serve as a trusted liaison between executives and internal/external stakeholders
- Partner with IT & Office Manager to maintain a productive, welcoming Ann Arbor office environment, including vendor management, supply inventory, and workspace coordination
- Support the People Operations Manager on HR projects as assigned, including recruitment coordination, onboarding logistics, and employee engagement initiatives
- Orchestrate logistics for onsite meetings, team retreats, customer visits, and company events, including catering, room setup, AV/technology needs, and day-of execution
- As needed, process executive expense reports through Expensify, track departmental budgets, and manage vendor relationships for office services
- Coordinate workspace setup and first-day logistics for new hires, serving as cultural ambassador for the Ann Arbor office
- Organize team-building activities and local engagement opportunities that strengthen connection across our distributed workforce
- 3+ years of experience supporting senior executives or leadership teams
- Experience coordinating office operations, events, or facilities
- Strong proficiency with productivity tools (Google Workspace, calendar management systems)
- Excellent written and verbal communication skills with ability to interact professionally across all levels
- Demonstrated ability to handle sensitive information with confidentiality and sound judgment
- Exceptional organizational skills with proven ability to manage multiple priorities and meet deadlines
- Proactive problem-solver who anticipates needs and takes initiative
- Experience in a fast-paced startup or technology company environment
- Familiarity with expense management tools and human resources technology
- Event planning experience, particularly for corporate retreats or customer-facing events
- Experience with budget tracking and contract management
Location: This position is based onsite at our company headquarters in Ann Arbor, Michigan, with flexibility for occasional remote work.
Our Commitments:
Utilidata values the diversity of our team. We provide equal employment opportunities without regard to race, color, religion, creed, sex, gender, sexual orientation, gender identity or expression, national origin, age, physical disability, mental disability, medical condition, pregnancy or childbirth, sexual orientation, genetics, genetic information, marital status, or status as a covered veteran or any other basis protected by applicable federal, state and local laws.
We are committed to:
- Creating a diverse and inclusive workplace that is welcoming, supportive, affirming and respectful
- Empowering employees to solve problems and work together to make a difference
- Providing mentorship and growth opportunities as part of a collaborative team
- A flexible work environment with flexible paid time off
- Competitive compensation and benefits, including health, dental, vision, and employer-match 401k
Top Skills
What We Do
Utilidata is an AI-powered technology company that is working with NVIDIA to create the next generation of AI-embedded infrastructure, starting with the electric grid. Karman, our distributed AI platform, operates on our custom NVIDIA module, makes data available for accelerated computing at the edge, and trains AI models locally.
Karman is embedded in grid devices - starting with smart meters - to transform the way utility companies operate. As the electric grid becomes more complex with the rapid increase of electric vehicles, distributed solar, batteries, heat pumps and extreme weather, utilities need real-time visibility of grid conditions and dynamic, software-defined infrastructure. Karman provides real-time visibility and AI at the grid edge so utilities can better utilize customer energy resources, reduce power outages, and enable quicker storm recovery.
We are a mission-driven, collaborative, and adaptive team working to do what’s right, even when it’s hard. With backgrounds in electric engineering, power systems engineering, software engineering, data science, and energy policy, we bring a unique perspective on the solutions the energy industry needs.
We are committed to ensuring a diverse, inclusive, and flexible workplace where employees are provided mentorship and growth opportunities and are empowered to solve problems as part of a collaborative team.
