Workplace Operations & Events Manager

Confidential Jobs; Palo Alto (CA); On-site; USD 120,000 - 149,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with match

Paid time off

Holidays

Birthday day off

Pre-IPO stock options

Job summary

Confidential Jobs in Palo Alto is seeking a highly organized Workplace Operations & Events Manager to lead office operations and coordinate company-wide events that improve employee experience and engagement.

The role covers facilities oversight, vendor management, HR coordination, and on-site support, with a strong emphasis on executing All-Hands, offsites, and routine operations smoothly across global sites.

Qualifications

• 3-5 years in workplace operations, office management, or events management role supporting fast-paced, growing teams.
• Experience working collaboratively with HR, Recruiting, and Facilities teams.
• Excellent organizational, project management, and multitasking skills.
• Strong problem-solving and decision-making abilities.
• Exceptional verbal and written communication skills.
• High attention to detail, proactive follow-through, and seamless execution.
• Polite, adaptable, dependable, transparent, and professional.
• Flexibility to occasionally work outside regular hours for company events.

Responsibilities

• Office & Facilities Management: Ensure the office is well-maintained, clean, and organized; oversee daily lunch catering and pantry needs; manage vendor relationships; liaise with building management; supervise maintenance; lift up to 50 lbs; use basic tools.
• Staff Support & Administration: Provide administrative support; cover reception desk; manage vendor tracking, shipping, and office supplies; supervise front desk presence.
• Event Management: Collaborate with workplace leads globally; manage logistics and vendors; support All-Hands, board meetings, customer meetings, team offsites, and employee events; track expenses; assist in financial reporting.
• HR & IT Coordination: Support onboarding/offboarding; assist HR; collaborate with IT on office tech needs.
• Policy & Compliance: Ensure compliance with policies; stay updated on workplace laws and regulations.

Skills

Office operations

Event management

Vendor management

HR coordination

Communication skills

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Vendor management tools

Job description

We are seeking a highly organized and proactive Workplace Operations & Events Manager to lead and optimize our office operations in Palo Alto while managing companywide events that enhance employee experience and engagement. This role is key to ensuring smooth daily operations, coordinating office procedures, and delivering seamless event experiences across our global sites. The ideal candidate will be a strong problem-solver who can balance operational oversight with creative event execution.

Key Responsibilities

Office & Facilities Management

• Ensure the office is well-maintained, clean, and organized at all times.
• Oversee daily lunch catering program and kitchen & pantry needs, including cleaning, restocking, brewing coffee, and general upkeep.
• Manage vendor relationships, including catering, janitorial, and office services.
• Liaise with building management on facility, security, and maintenance issues.
• Supervise office maintenance and repair tasks.
• Safely lift and move items up to 50 lbs; basic proficiency with common tools and ladders/stepstools/dolly/folding tables/chairs.

Staff Support & Administration

• Provide administrative support to employees, including addressing inquiries and concerns.
• Offer reception desk coverage as needed.
• Manage daily administrative operations such as vendor tracking, shipping, and office supplies.
• Supervise the company receptionist to ensure an engaged and professional presence at the front desk and enhance workplace experience.

Event Management

• Collaborate with workplace leads globally to align events across all sites.
• Manage logistics and vendors to ensure smooth execution of events.
• Support quarterly All-Hands & Board meetings, customer meetings, team offsites, holiday parties, summer BBQs, Happy Hours, and other employee engagement activities.
• Track expenses and maintain financial records related to office operations and events.
• Assist in financial reporting as required.

HR & IT Coordination

• Support onboarding and offboarding processes as needed.
• Assist HR with various functions and initiatives.
• Collaborate with IT to address office technology and equipment needs.

Policy & Compliance

• Ensure compliance with company policies and procedures.
• Stay updated on relevant workplace laws and regulations.

Qualifications

Experience & Skills

• 3-5 years in workplace operations, office management, or events management role supporting fast-paced, growing teams.
• Experience working collaboratively with HR, Recruiting, and Facilities teams.
• Excellent organizational, project management, and multitasking skills.
• Strong problem-solving and decision-making abilities.
• Exceptional verbal and written communication skills.
• High attention to detail, proactive follow-through, and seamless execution.
• Polite, adaptable, dependable, transparent, and professional.
• Flexibility to occasionally work outside regular hours for company events.

Technical Skills

• Proficiency in Microsoft Office Suite (Office365, Word, Excel, PowerPoint).
• Familiarity with office software, equipment, and vendor management tools.

Education

Bachelor's degree preferred. Additional certification in office management, HR, or a related field is a plus.

Other Requirements

• Ability to work onsite five days per week, starting at 7:00 AM.
• Flexibility to work outside normal hours occasionally for company events.

Salary & Benefits

• Base Salary: $119,500.00 - $149,400.00 per year
• Competitive annual incentive opportunity based on target achievement
• Pre-IPO stock options
• Comprehensive benefits including medical, dental, vision, 401(k) with match
• Generous paid time off, paid holidays, paid day off for your birthday, and other leave policies