Office Assistant

About the role

We are looking for an Office Manager to oversee a busy workplace in Palo Alto, California and create a smooth, welcoming experience for employees and visitors alike. This Long-term Contract position is ideal for someone who enjoys balancing day-to-day office coordination with employee support in a fast-moving environment. The role requires a hands-on team member who can keep operations organized, respond quickly to changing needs, and help maintain a positive office culture.

Responsibilities

• Direct day-to-day office activities for a site of roughly 60 team members, ensuring the workplace runs efficiently and effectively.
• Receive and distribute mail and deliveries, while tracking and fulfilling requests for workplace and administrative supplies.
• Keep shared spaces orderly, stocked, and fully operational so employees have a dependable and productive environment.
• Arrange meal service for the office, including regular lunch coordination and weekly catered events.
• Administer workplace and guest entry by supporting badge access and managing visitor check-in needs.
• Partner with external service providers and building contacts to resolve facility issues and support office-related requests.
• Greet employees, partners, and executive visitors in a welcoming and detail-focused manner, creating a positive first impression.
• Prepare and coordinate confidentiality documentation such as NDAs when required for visitors or meetings.
• Work closely with colleagues across other office locations and internal departments to align workplace support and communication.
• Strengthen employee engagement by contributing to a positive office atmosphere and using tools

Requirements

The ideal candidate should have a minimum of 3 years of experience in office management, preferably in a fast-paced environment. Strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously are essential. Proficiency in Microsoft Office Suite and familiarity with workplace software like Perceptive and Smartsheet is preferred.

Qualifications

A high school diploma or equivalent is required, along with a valid driver’s license and reliable transportation. Previous experience working in a professional office setting is highly desirable.

Skills

• Excellent organizational and time management skills
• Strong communication and interpersonal skills
• Ability to handle multiple tasks and prioritize effectively
• Proficient in Microsoft Office Suite
• Familiarity with workplace software (Perceptive, Smartsheet)

Benefits

This is a Long-term Contract position with flexible scheduling, typically 3-5 hours per day, 3-5 days per week. The role is onsite in Palo Alto, California.

Pay

The hourly rate for this position is $25.84 - $29.92.

Schedule

The role is an onsite, part-time position with flexible scheduling, typically 3-5 hours per day, 3-5 days per week.