CoVar is a small AI/ML R&D software company in Durham, NC, that uses artificial intelligence to solve problems that matter. We develop AI/ML tools to help the DoD detect enemies and threats, and help biomedical researchers find new cures for diseases. We are passionate engineers, dedicated to pushing the bounds of what AI/ML can do in the real world.
About this position
We are seeking a highly organized, proactive Office Manager to help keep our operations running smoothly and efficiently. This role is ideal for someone who thrives in a dynamic environment, enjoys solving problems, and takes pride in creating a well-run, welcoming workplace. You will support daily office operations while also gaining exposure to HR, executive administration, and broader business operations. This position offers meaningful growth opportunities as responsibilities expand over time. Below are some examples of the kinds of tasks you may be asked to do. Please note this is not an exhaustive list.
Office Operations & Logistics
Manage purchasing and ensure timely receipt and distribution of employee orders
Prepare and submit expense reports
Stock and maintain break room and office supplies
Sort, scan, and distribute mail
Ship and receive packages
Coordinate catering and in-office meals
Events & Hospitality
Host customers and coordinate meetings
Schedule business dinners
Plan company outings and annual summer and winter celebrations
Vendor & Facilities Coordination
Serve as primary point of contact for vendors
Coordinate maintenance requests and facility-related services
Liaise with construction and service providers as needed
Executive Support
Book travel for Company Directors
Complete expense reports on behalf of Company Directors
Cross-Functional Support
Provide administrative support across HR, executive administration, and business operations
Take initiative in identifying operational improvements
Qualifications
We are looking for someone who:
Has demonstrated flexibility and willingness to adapt as priorities and responsibilities evolve in a fast-paced, dynamic environment.
Has exceptional organizational and time management skills
Is a strong communicator (both written and verbal)
Is resourceful, detail-oriented, and comfortable multitasking
2+ years in an office management, executive assistant, or administrative role preferred
Minimum qualifications
High school diploma, preferably Bachelor's degree in related field
Excellent communication skills
Excellent organization skills
Experience using Microsoft Office (Word, Excel, Outlook)
Ability to work in Durham, NC
Eligibility for US security clearance (US citizenship is required)
Benefits
Competitive salary, cash bonus, equity structure, and 401k with employer contributions
Excellent health care coverage, including dental and vision plans
Parental leave, short-term disability, long-term disability, life insurance