Office Coordinator

About xAI

xAI’s mission is to create AI systems that can accurately understand the universe and aid humanity in its pursuit of knowledge. Our team is small, highly motivated, and focused on engineering excellence. This organization is for individuals who appreciate challenging themselves and thrive on curiosity. We operate with a flat organizational structure. All employees are expected to be hands-on and to contribute directly to the company’s mission. Leadership is given to those who show initiative and consistently deliver excellence. Work ethic and strong prioritization skills are important. All engineers are expected to have strong communication skills. They should be able to concisely and accurately share knowledge with their teammates.

About the Role

xAI is seeking an Office Coordinator for our Memphis, TN office to ensure the smooth operation of our dynamic, mission-driven workplace. The Office Coordinator will manage daily office functions, support team logistics, and foster a positive environment aligned with xAI’s goal of advancing human scientific discovery through AI.

Responsibilities

• Oversee daily office operations, including supply management, equipment maintenance, and vendor coordination.
• Organize logistics for meetings, events, and visitor accommodations, handling scheduling, setup, and follow-up.
• Support employee onboarding and offboarding, including workspace setup, IT coordination, and orientation facilitation.
• Manage administrative tasks such as mail, expense reports, travel arrangements, and office records.
• Act as the primary liaison for facility-related issues, collaborating with building management and security.
• Assist HR and recruitment with interview scheduling, calendar management, and confidential tasks.
• Promote a positive office culture through team-building and wellness initiatives.
• Monitor office budgets for supplies and events, ensuring cost efficiency.
• Provide occasional non-technical support to technical teams in a high-tech environment.
• Works alongside the People Team to coordinate and manage employee events, Swag, and other one-off items to enhance the team’s experience.

Basic Qualifications

• 2+ years of experience in office coordination, administrative support, or similar roles, preferably in tech or startups.
• Strong organizational and multitasking skills, thriving in a dynamic environment.
• Excellent communication and interpersonal skills for engaging with team members, vendors, and visitors.
• Proficiency in Google Workspace, Microsoft Office, and tools like Asana or Slack.
• Discretion with sensitive information and a professional demeanor.
• Proactive problem-solving with a solutions-oriented approach.
• Flexibility to work occasional non-standard hours for events or urgent needs.
• Passion for AI and xAI’s mission to explore the universe is a plus.

Preferred Qualifications

• Bachelor’s degree in Business Administration, Hospitality, or related field (or equivalent experience).