Office Manager Job at PaleBlueDot AI in Palo Alto

We are seeking an energetic, organized, and reliable Office Manager to be the "heart" of our Palo Alto office. This role is not just about administrative tasks; you will be the key person ensuring our U.S. headquarters runs smoothly, our team is happy, and our local community events are executed flawlessly.

You will manage daily operations, procurement, and facility maintenance while acting as the on‑ground support for our Marketing, HR, and Finance functions. The ideal candidate is deeply familiar with Silicon Valley work culture, resourceful, and fluent in both English and Chinese to collaborate with our global teams.

Key Responsibilities

Office Operations & Facilities Management

• Daily Operations: Ensure the Palo Alto office is clean, organized, and fully functional. Manage opening/closing procedures and greet visitors/partners with professionalism.
• Procurement & Inventory: Manage inventory for office supplies, snacks, beverages, and IT peripherals. Handle purchasing from local vendors (e.g., Costco, Amazon Business, local catering).
• Vendor Management: Liaison with property management, cleaning crews, security, and maintenance vendors to address facility issues promptly.
• Budgeting: Assist in managing the office budget, tracking expenses for supplies and utilities to ensure cost-effectiveness.

Community & Marketing Support

• Event Logistics: Support the Marketing team in planning and executing local AI community events, meetups, hackathons, and client receptions hosted in the Palo Alto office or nearby venues.
• On-site Coordination: Handle event setup/teardown, catering coordination, guest check‑ins, and swag management.
• Brand Ambassador: Assist in maintaining a welcoming environment that reflects PBD’s brand image to investors and partners visiting the HQ.

Team Support & Administration

• Administrative Support: Provide scheduling and logistical support for the U.S. leadership team, including booking meetings and managing local travel arrangements.
• Employee Experience: Organize internal team‑building activities, happy hours, and holiday celebrations to foster a cohesive and positive team culture.
• Mailing & Shipping: Manage incoming/outgoing mail and courier services (FedEx/UPS), including shipping marketing materials or hardware to other locations.

Cross‑Functional Local Support (HR & Finance)

• HR Support: Assist the Global HR team with onboarding/offboarding for U.S. employees (e.g., preparing welcome kits, setting up desks, verifying I‑9 documents if required).
• Finance Support: Assist with basic on‑site financial tasks, such as collecting receipts, processing local invoices, and mailing checks/documents as needed.
• Local Compliance: Assist in maintaining compliance with local workplace safety regulations (OSHA/Cal‑OSHA standards).

Qualifications

• Education & Experience – 3+ years of experience in Office Management, Administrative Support, or Operations within a tech company or startup environment.
• Experience supporting marketing events or community activities is a strong plus.
• Local Knowledge & Skills
  • Silicon Valley Native/Local: Deep familiarity with the Bay Area/Palo Alto area (restaurants, vendors, event venues, logistics).
  • Driver’s License: Must possess a valid California Driver’s License and have reliable transportation for running office errands (supplies, catering, etc.).
  • Tech Savvy: Proficient in Google Workspace (Docs, Sheets, Calendar), Microsoft Office, and collaboration tools like Slack/Zoom.
• Language & Soft Skills
  • Language: Bilingual – Fluency in English and Mandarin (written and spoken) is highly preferred to communicate effectively with both local U.S. staff and the global headquarters team.
  • Personality: High energy, "can‑do" attitude, strong problem‑solving skills, and the ability to multitask in a fast‑paced AI industry environment.
  • Communication: Excellent verbal and written communication skills.

Seniority level: Mid‑Senior level

Employment type: Full‑time

Job function: Administrative

Industries: Technology, Information and Internet