What are the responsibilities and job description for the Office Manager position at The Mom Project?
Our client just opened its new Palo Alto Headquarters office, and they're now hiring an Office Manager to lead operations at their new office. They need a proactive, resourceful professional who can operate independently, anticipate needs, and help build a productive, warm, and high-performance workplace. This role will be foundational to establishing a consistent Client experience across offices as their team grows.
Why Our Client?
Our Client is the leading institutional platform powering access to top-tier private market opportunities for RIAs, private banks, and family offices. Their mission is to bring institutional-grade diligence, access, and portfolio construction capabilities to the private wealth ecosystem.
They operate at the intersection of private markets investing and wealth, partnering with sophisticated investors and fund managers. With the recent opening of our Palo Alto Headquarters, they are focused on delivering a best-in-class internal and external client experience.
Their team values extreme client service, relentless problem solving, humility, and a bias toward action.
What You’ll Do
Own the Palo Alto office experience end-to-end
Be the first point of contact for our Allocate colleagues, guests, and partners, ensuring every interaction reflects Allocate’s professionalism, warmth, and hospitality. Manage all daily operations with independence and care.
Drive office culture and team connection
Design and execute in-office/remote events, cultural moments, and rituals that strengthen collaboration and reflect Allocate’s values as the team grows.
Manage facilities and operational infrastructure
Oversee all aspects of the office environment—including technology coordination, maintenance, vendor relationships, supplies, meal orders, and intercom—while building scalable operational systems to support a rapidly growing team.
Own budget and vendor management
Manage office budgets, negotiate with vendors, track expenses, and make informed decisions that balance cost efficiency with a high-quality workplace experience.
Enable team productivity and reduce friction
Anticipate team needs and proactively remove operational blockers, coordinating meals, managing conference room technology, ensuring meeting readiness, and solving logistical challenges quickly and effectively.
Partner Cross-functionally To Enhance The Allocate Experience
Work closely with People Ops, Finance, IT, and leadership on onboarding, workplace policies, communications, and broader operational initiatives.
Provide Executive Assistant support to CEO/CXO (approx. 25-30%)
Support our CEO/CXO with calendar management, meeting scheduling, travel coordination, and preparation/follow-up for internal and external meetings.
Enable executive effectiveness
Anticipate executive needs, manage priorities, and handle sensitive information with professionalism and discretion, ensuring seamless communication with internal and external stakeholders.
What We’re Looking For
Why Our Client?
Our Client is the leading institutional platform powering access to top-tier private market opportunities for RIAs, private banks, and family offices. Their mission is to bring institutional-grade diligence, access, and portfolio construction capabilities to the private wealth ecosystem.
They operate at the intersection of private markets investing and wealth, partnering with sophisticated investors and fund managers. With the recent opening of our Palo Alto Headquarters, they are focused on delivering a best-in-class internal and external client experience.
Their team values extreme client service, relentless problem solving, humility, and a bias toward action.
What You’ll Do
Own the Palo Alto office experience end-to-end
Be the first point of contact for our Allocate colleagues, guests, and partners, ensuring every interaction reflects Allocate’s professionalism, warmth, and hospitality. Manage all daily operations with independence and care.
Drive office culture and team connection
Design and execute in-office/remote events, cultural moments, and rituals that strengthen collaboration and reflect Allocate’s values as the team grows.
Manage facilities and operational infrastructure
Oversee all aspects of the office environment—including technology coordination, maintenance, vendor relationships, supplies, meal orders, and intercom—while building scalable operational systems to support a rapidly growing team.
Own budget and vendor management
Manage office budgets, negotiate with vendors, track expenses, and make informed decisions that balance cost efficiency with a high-quality workplace experience.
Enable team productivity and reduce friction
Anticipate team needs and proactively remove operational blockers, coordinating meals, managing conference room technology, ensuring meeting readiness, and solving logistical challenges quickly and effectively.
Partner Cross-functionally To Enhance The Allocate Experience
Work closely with People Ops, Finance, IT, and leadership on onboarding, workplace policies, communications, and broader operational initiatives.
Provide Executive Assistant support to CEO/CXO (approx. 25-30%)
Support our CEO/CXO with calendar management, meeting scheduling, travel coordination, and preparation/follow-up for internal and external meetings.
Enable executive effectiveness
Anticipate executive needs, manage priorities, and handle sensitive information with professionalism and discretion, ensuring seamless communication with internal and external stakeholders.
What We’re Looking For
- 3–4 years of experience in office management, operations, hospitality, or workplace experience—ideally in a high-growth or fast-paced setting.
- Prior executive support experience, including calendaring, scheduling, and workflow coordination.
- Warm, polished, and professional demeanor aligned with Allocate’s high-touch culture.
- Proactive, self-directed, and service-oriented, with the ability to anticipate needs before they arise.
- Strong judgment and discretion, especially when working with leadership or confidential information.
- Adaptability and calm under pressure, with comfort navigating shifting priorities.
- Dependability and flexibility, including support for events or operational needs outside standard hours as required.