Overview
We're looking for an organized, proactive, and service-oriented Assistant Office Manager to join our team in Menlo Park. This is a great opportunity for someone who enjoys creating an exceptional workplace experience, thrives in a fast-paced environment, and likes wearing many hats.
In this role, you'll help keep our office running smoothly by supporting day-to-day operations, administrative tasks, meeting and event coordination, and general office management. The ideal candidate is detail-oriented, highly organized, enjoys working with people, and takes a hands-on approach to getting things done. This is a full-time, hybrid position based in our Menlo Park office, with a minimum of three days per week required onsite.
About us:
Informed Ventures is a Menlo Park-based venture capital firm investing in early-stage technology companies across AI, enterprise software, healthcare, consumer, and fintech. We partner with exceptional founders to build innovative companies that shape the future.
Main Responsibilities
- Coordinate with office service providers to submit service requests, manage account updates, and arrange maintenance as needed.
- Track, order, and maintain office supplies, kitchen inventory, and groceries.
- Assist in overseeing daily office operations, including front desk management and administrative support.
- Maintain and organize company storage at two locations.
- Drive locally as needed to transport office supplies, event materials, company swag, and other business-related items between office, storage, vendors, and event locations.
- Maintain accurate office records, trackers, inventories, and other operational documentation using Excel and internal systems.
- Coordinate facility-related requests, building communications, guest access, and office operations
- Ensure the office is well-maintained, organized, and operating efficiently.
- Assist with developing and improving office procedures and operational processes.
- Support the planning and execution of employee events and provide logistical support for marketing and company events.
- Process office-related invoices and route them for approval and payment in accordance with company procedures.
- Receive, scan, track, distribute, and ship mail and packages, maintaining accurate shipping records as needed.
- Manage conference room scheduling and prepare meeting spaces, including room setup, catering, guest reception, and post-meeting cleanup.
- Administer office access cards and support office security procedures.
- Provide administrative support to internal teams on office-related matters.
- Perform other duties and special projects as assigned.
Qualifications:
- 2+ years of experience in office administration, office management, workplace operations, or a similar role.
- Proficiency in Microsoft Office, including Outlook, Excel, Word, and PowerPoint.
- Excellent written and verbal communication skills.
- Strong organizational skills with exceptional attention to detail.
- Ability to prioritize multiple tasks and manage competing deadlines.
- Comfortable working in a collaborative, fast-paced environment and adapting to changing priorities.
- Quick learner with the ability to work independently.
- Positive, service-oriented attitude with a "no job is too small" mindset.
- Ability to handle confidential information with discretion and sound judgment.
- Valid California driver's license and ability to travel locally as needed to support office operations and company events.
- Ability to lift and move up to 25 pounds, including office supplies, event materials, and deliveries.
- Ability to sit, stand, walk, and climb stairs in an office space
- Ability to engage in physical activities such as working at a computer for extended periods, including reading from a screen and typing.
Education
- Bachelor's degree preferred.
Schedule
- Full-time (40 hours per week).
- Hybrid schedule with a minimum of three days onsite per week.
- Occasional flexibility to work outside regular business hours to support company meetings and events.
Informed Ventures is an Equal Opportunity Employer. This job description is intended to provide a general overview of the position and is not an exhaustive list of responsibilities.
No immigration sponsorship is available for this position.
Pay: $70,000.00 - $85,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Education:
Experience:
- Office Administration : 2 years (Required)
Ability to Commute:
- Menlo Park, CA 94025 (Required)
Work Location: Hybrid remote in Menlo Park, CA 94025
