Office Manager & Executive Assistant

Who We Are:

At Voltify, we are building the next generation of rail - battery locomotives that fast charge autonomously and dynamically through a dedicated self-sustained microgrid network.

We are bringing back the power to the industry and eliminating the dependency on fossil fuels.

Lowering the rail industries main expense - energy - by more than 20%.

This is over $3B yearly just in North America.

We are already working with some of the largest global rail companies with over $50M in contingent orders.

We have raised over $30M from top tier funds and strategics and rapidly growing.

Our founding team has a proven track record in building billion $ public companies in renewable energy and infrastructure.

About The Role:

This is a dynamic, part-time (hourly-based) role at the heart of our operations. You will be responsible for keeping the company running smoothly day-to-day, with a strong focus on logistics, procurement, and executive coordination.

The role requires a proactive, energetic individual who can push processes forward, secure meetings with key stakeholders, and ensure suppliers deliver on time. You will also play a key role in organizing community events within the rail industry, working with vendors, designers, and partners. This position is ideal for someone looking for flexibility while staying deeply involved in impactful, fast-paced work.

Key Responsibilities:

• Manage calendars, schedule meetings, and coordinate invites across multiple stakeholders
• Proactively secure meetings with partners, suppliers, and industry contacts
• Follow up persistently to ensure timely responses and outcomes
• Own end-to-end procurement processes (vendors, quotes, ordering, delivery tracking)
• Manage relationships with suppliers and service providers
• Ensure office supplies and operational needs are always met
• Coordinate between internal teams, external partners, and vendors
• Support day-to-day office operations and ad hoc requests
• Plan and execute community events for rail industry professionals
• Source and manage vendors such as designers, venues, and catering
• Handle logistics, communication, and on-site coordination
• Identify, onboard, and manage freelancers and service providers

Requirements:

• Highly organized with strong attention to detail and ability to multitask
• Proactive, persistent, and results-driven mindset
• Excellent communication skills (written and verbal)
• Strong coordination and follow-up skills with vendors and stakeholders
• Ability to work independently in a fast-paced startup environment
• Comfortable handling multiple parallel tasks and shifting priorities
• Experience in operations, office management, or executive assistance – advantage
• Experience in procurement or vendor management – advantage
• Experience in event planning – advantage