Office Manager

Glocap Search; Menlo Park (CA); On-site; USD 95,000 - 125,000; Full time

Job summary

Healthcare-Focused Private Investment Firm is seeking an experienced Office Manager in Menlo Park to oversee daily operations and lead the admin function. You will manage office vendors, IT coordination, and onboarding while guiding Administrative Assistants to deliver polished support.

The role requires 8+ years in office management and a bachelor’s degree (preferred), with a 5-day in-office schedule and strong organizational leadership.

Qualifications

• Bachelor's degree preferred or equivalent experience.
• 8+ years in office management or related roles, preferably in professional services.
• Experience mentoring administrative staff and coordinating across teams.
• Experience with onboarding and HR-related support is preferred.

Responsibilities

• Oversee day-to-day operations of the Menlo Park office and maintain a professional workplace.
• Serve as liaison with building management, vendors, and service providers.
• Manage vendor contracts and office service agreements, coordinating with IT for onsite support.
• Proactively manage office inventory, pantry supplies, and refreshments while monitoring budgets.
• Track invoices and office expenses; ensure timely processing of payments.
• Coordinate interview logistics, onboarding, offboarding, workspace prep, and new hire orientation with People team.
• Provide light HR support and support employee engagement initiatives and internal communications.
• Supervise Administrative Assistants, ensuring high-quality support across the office.
• Balance workloads among Administrative Assistants and establish best practices.
• Assist in planning firm events, meetings, and employee engagement activities.
• Ensure adherence to information security policies and data privacy standards.

Skills

Leadership

Communication

Project management

Vendor management

Team mentoring

Customer service

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Our client, a leading healthcare-focused private investment firm, is seeking an experienced Office Manager to oversee the day-to-day operations of its Menlo Park office while leading the administrative function. This is a highly visible role requiring exceptional organizational skills, sound judgment, and a proactive, service-oriented mindset. The successful candidate will ensure the office operates seamlessly, assist with workplace operations and vendor relationships, provide light HR and onboarding support, and manage the firm's Administrative Assistants while fostering a polished, collaborative, and high-performing office environment.

COMPANY: Healthcare-Focused Private Investment Firm

POSITION: Office Manager

HOURS: 8:30 AM – 6:00 PM (with flexibility as needed)

OFFICE REQUIREMENTS: 5 days in office (travel as needed)

BACHELOR'S DEGREE REQUIRED: Preferred

Responsibilities of the Office Manager:

• Oversee the day-to-day operations of the Menlo Park office, ensuring a seamless and professional workplace environment
• Serve as the primary liaison with building management, vendors, and service providers, ensuring timely resolution of office-related matters
• Manage vendor relationships, contracts, and office service agreements, including coordination with IT vendors for onsite support and day-to-day technology needs
• Proactively manage office inventory, pantry supplies, snacks, and refreshments while monitoring budgets and employee preferences
• Track invoices, office expenses, and vendor payments, ensuring invoices are processed accurately and on time
• Partner with the People team to coordinate interview logistics, onboarding, offboarding, workspace preparation, and new hire orientation
• Provide light Human Resources support, including assisting with employee engagement initiatives, firm communications, and office-related HR projects
• Oversee the Administrative Assistant team, providing guidance, support, workflow coordination, and ensuring consistent, high-quality administrative support across the office
• Partner with Administrative Assistants to balance workloads, establish best practices, and provide coverage as needed
• Assist in planning and executing firm events, meetings, offsites, and employee engagement initiatives
• Ensure adherence to firm information security policies, data privacy standards, and operational procedures, escalating issues as appropriate

Requirements of the Office Manager:

• Bachelor's degree or equivalent experience preferred
• 8+ years of office management, workplace operations, business operations, or administrative management experience, preferably within financial services or a professional services environment
• Previous experience managing or mentoring administrative professionals strongly preferred
• Experience partnering with Human Resources on onboarding, employee experience, and workplace initiatives preferred
• High proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Strong leadership, interpersonal, and relationship management skills
• Ability to work effectively with senior leadership, employees, vendors, and external partners
• High level of professionalism, sound judgment, and discretion
• Service-oriented mindset with a "no task too big or too small" approach
• Excellent attention to detail with strong follow-through and problem-solving abilities
• Verifications of identity, education, prior employment, and references may be required.