What are the responsibilities and job description for the Office Manager / Personal Assistant position at Vanguard Pipeline Inspection?
Personal Assistant / Office Manager
Company: Vanguard Pipeline Inspection (VPI)
Location: Maple Lake, MN
About Vanguard Pipeline Inspection
Vanguard Pipeline Inspection is an aerial methane detection and pipeline surveillance company supporting energy infrastructure operators across the U.S. We combine aviation, advanced sensing technology, and data analytics to deliver high-precision leak detection and right-of-way monitoring.
We operate like a startup with real traction—fast-paced, high accountability, and constantly evolving.
Position Overview
We’re looking for a highly organized, proactive Personal Assistant / Office Manager to support executive leadership and keep daily operations running smoothly.
This role blends executive support, office management, and operational coordination. You will be a central hub across scheduling, logistics, communication, and internal organization.
If you wait to be told what to do, this role won’t work. If you anticipate problems and solve them before they happen, you’ll thrive.
Key ResponsibilitiesExecutive Support
- Manage calendars, scheduling, and travel (flights, hotels, rental cars)
- Coordinate meetings with investors, clients, and partners
- Draft, proofread, and send emails and documents on behalf of leadership
- Track follow-ups and ensure nothing falls through the cracks
- Handle confidential information with discretion
Office Management
- Oversee day-to-day office operations in Maple Lake
- Manage vendors, supplies, and office organization
- Coordinate with accounting on invoices, expenses, and basic bookkeeping support
- Maintain internal systems (files, documents, CRM, shared drives)
Operations & Logistics
- Assist with flight scheduling coordination and field team logistics
- Help organize project timelines and internal task tracking
- Support coordination of equipment shipments and deployments
- Interface with contractors, pilots, and external partners
Personal Assistance
- Handle occasional personal tasks for executives (appointments, errands, coordination)
- Assist with travel and scheduling beyond business needs when required
QualificationsMust-Haves
- 3 years in executive assistant, office manager, or similar role
- Exceptional organization and attention to detail
- Strong communication skills (written and verbal)
- Ability to prioritize in a fast-paced, shifting environment
- High level of discretion and professionalism
- Self-starter mindset—takes initiative without constant direction
Nice-to-Haves
- Experience in aviation, energy, or technical industries
- Familiarity with Microsoft Office, Google Workspace, and scheduling tools
- Basic understanding of bookkeeping or operations workflows
- Experience supporting a founder or small executive team
Compensation & Benefits
- Competitive salary (based on experience)
- Opportunity to grow with a rapidly expanding company
- Direct exposure to leadership, investors, and strategic decisions
- Flexible work environment depending on role performance
What Success Looks Like
- Leadership is more efficient because you stay ahead of their needs
- Schedules, travel, and logistics run without friction
- The office operates cleanly and professionally at all times
- Problems are handled before they escalate
- You become a trusted right-hand to leadership
Pay: $24.95 - $30.05 per hour
Work Location: In person
Salary : $25 - $30