Executive Assistant & Office Coordinator

Utilidata is a fast-growing NVIDIA-backed edge AI company enabling greater visibility and control of power utilization in energy-intensive infrastructure, like the electric grid and data centers. Karman, the company’s distributed AI platform powered by a custom NVIDIA module, is transforming the way utility companies operate the grid edge and will enable data centers to unlock more compute for the same provisioned power.

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

Minimum Qualifications 

• 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

Enhanced Qualifications (Nice to Have) 

• 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

Salary Range: $90,000 to $110,000. Salary will be commensurate with an individual's skills, training, years of experience, and in line with internal compensation bands.

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