Office Manager

We are seeking an energetic professional who is proactive and can multi-task. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. The Office Manager shall be well organized and shall enjoy the administrative challenges of supporting an office of diverse people. Candidates shall coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols and streamlining administrative procedures.

Candidates must have excellent interpersonal, communication and analytical skills. The successful candidate will be proactive, self-motivated and shall be responsible to meet the desired expectations of the Company while providing a positive employee experience. Candidate will be working in San Jose, CA headquarters.

Essential Duties and Responsibilities

  • Maintains office services by organizing office operations and procedures; assigning and monitoring clerical functions.
  • Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
  • Maintain a safe and secure working environment.
  • Provide general support to visitors.
  • Provide information by answering questions and requests.
  • Preside over all manner of office related tasks: handle copy services, word processing, mail and distribution services, office reception, office equipment, utility services and communication systems.
  • Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands.
  • Maintain trip calendar, arrange calls, meetings, and conferences while making sure all details are handled in a clear and organized manner
  • Following-up and following-through on all action items.
  • Staying on top of ever-changing priorities and projects.
  • Contributes to team effort by accomplishing related results as needed.
  • Ensure security, integrity and confidentiality of data.
  • Coordinate, schedule and book all travel arrangements, including lodging, transportation, and activities, for all trips with an optimized experience in mind and for guests who are to travel on behalf of the Executives team.
  • Managing an active inbox, including drafting correspondence, prioritizing what needs to be accomplished, and streamlining task management.
  • Assist with team meetings, and the annual company meeting, including travel arrangements, meeting rooms, dining options, activities, if necessary. Participate actively in the planning and execution of company events.
  • Responsible for developing standards and promoting activities that enhance operational procedures.
  • Maintain CEO’s Outlook calendar, schedule meetings for CEO, managers, reserve conference rooms and ensure that any meeting materials reach in advance of meetings.
  • Supporting Executives in important meetings.
  • Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports


  • Key Skills and Competencies

    • Excellent time management skills and ability to multi-task and prioritize work
    • Attention to detail and problem-solving skills
    • Excellent written and verbal communication skills / etiquette
    • Strong organizational and planning skills
    • Proficient in MS Office, Excel, PowerPoint, Outlook
    • Knowledge of office management responsibilities, systems and procedures
    • Knowledge of accounting, data and administrative management practices and procedures
    • Knowledge of clerical practices and procedures
    • Knowledge of human resources management practices and procedures
    • Able to work comfortably in a fast-paced environment Professional in appearance and attitude
    • Highly motivated and mature
    • Ability to work well with all levels of internal management and staff
    • Proven ability to prioritize tasks, is a self-starter, self-motivated, and able to work independently with minimal oversight


To Apply: Please send a resume and cover letter to, either as a link or as plain text, in the body of the email. 


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