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Office Manager - P7

Alliance of Professionals & Consultants, Inc.

Palo Alto, CA

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JOB DETAILS
SALARY
$64
SKILLS
Administrative Management, Administrative Skills, Ariba, Budget Reporting, Business Skills, C-Level Management, Calendar Management, Communication Skills, Customer Relations, Database Administration, Detail Oriented, Documentation, Ecosystems, Establish Priorities, Executive Assistant Skills , Expense Reporting Software, Expense Reports, Facilities Management, High School Diploma, Information Technology & Information Systems, Interviewing Skills, Investment Management, Logistics, Microsoft Office, Multitasking, Office Management, Onboarding, Operational Improvement, Operational Strategy, Operations Management, Organizational Skills, People Management, Project Tracking, Property Management, Purchasing/Procurement, SAP, SAP MM, Sales Management, Schedule Development, Spreadsheets, Startup, Technical Support, Vendor/Supplier Relations, Venture Capital
LOCATION
Palo Alto, CA
POSTED
30+ days ago
Contract/Contract to Hire/Perm:  Contract
Client Company:  Aramco 540 *regular schedule
Title:  Office Manager
Client Manager:  Abhishek Shukla
Duration:  12mo
Pay:  $50-64/hr.
Location:  Palo Alto, CA
Remote/Hybrid/Onsite:  Onsite
Priority: C
Exemption Status: Non-Exempt

Position Overview
 
Prosperity7 Ventures, a global early-stage venture capital firm, is seeking a resourceful, detail-oriented Office Manager to oversee day-to-day operations and ensure a seamless experience for our investment team, visitors, and portfolio partners. This position blends administrative excellence, operational ownership, and people-first office management. The ideal candidate is proactive, professional, and comfortable working in a fast-moving environment with founders, investors, and cross-border partners. Prior experience in venture capital, private equity, or the startup ecosystem is preferred but not required.
 
Key Responsibilities
 
  • Office Operations & Facilities
    •  Manage daily office operations including supply inventory, vendor relationships, facilities coordination, and workplace standards.
    •  Serve as the primary point of contact for building management, IT support, and external service providers.
    •  Ensure the Palo Alto office remains organized, fully stocked, and welcoming for staff and guests.
  • Administrative & Team Support
    • Oversee scheduling for executives and team members across multiple time zones.
    • Support travel logistics, expense reporting, and procurement through systems such as SAP, Ariba, Concur, and Microsoft Office (training provided).
    •  Prepare and maintain documents, spreadsheets, presentations, and confidential materials with accuracy and discretion.
  •  People & Culture Support
    • Greet founders, partners, and guests; manage meeting room setups and assist with in-office events and team gatherings.
    • Coordinate onboarding logistics for interns and new hires, including IT setup, workspace preparation, and HR administration.
    • Contribute to a positive, professional, and inclusive office environment.
  • Project & Executive Support
    • Provide support to the Regional Managing Director and investment team on special assignments, project tracking, and initiatives.
    • Assist with basic budgeting tasks, reporting, and maintaining internal databases and documentation.
    • Own ad hoc projects that improve operational efficiency and elevate the overall office experience.
 
Qualifications
 
  • High school diploma or GED required; associate’s or bachelor’s degree preferred.
  • Minimum of 3 years of administrative, office management, or operations experience—experience in venture capital or startups is a plus but not required.
  • Strong communication skills with a professional, polished presence.
  • Proficiency in Microsoft Office Suite; familiarity with SAP, Ariba, or Concur is a plus (training available).
  • Demonstrated discretion, confidentiality, and sound judgment.
  • Highly organized, reliable, adaptable, and able to manage multiple priorities in a dynamic environment.
  • Comfortable working onsite full-time in the Palo Alto office.
 
The anticipated hourly rate range for this position is $32.28 - $64.06 per hour. Final rate for this role is based on several factors, including the individual’s geographic location, experience level, skill set, training, licenses and/or certifications.


May ask a Scenario questions on interview:  If multiple people come with priorities and everything is urgent.  How do you decipher what is urgent and not urgent.. How do you prioritize leaders and what needs to get done?

1)  Working Hours:  Prefer candidates that can come into the Palo Alto Office every day (very professional position)  Always need to be available to the Managing Partners (at any time when needed).  The ideal candidate is a forward thinker, has worked in a fast paced environment, preferably someone that is very "mature" and polished
2) What do they need to do within SAP systems .  Process expense reports, using clickbook concur, etc.  They are the point of contact for all the Managing Directors (up to 6 of them).  At times they’ll be working in stressful situations as they are coordinating schedules, set lunch appointments, putting in orders, managing calendars, etc.    

Aramco – Prosperity Seven Ventures. https://www.prosperity7vc.com/
  1. 7 is a $1B diversified venture capital fund of Aramco Ventures, a Subsidiary to Aramco. Most of candidates come from Wall Street. High level very Sr. people that are Placed in NY and Palo Alto CA. This is new innovative billion dollar fund for disruptive technologies. (drones, bitcoin, robotics, high-tech, Fintech, etc). Not tied to Aramco. This is hybrid role (home/office), and need a very disciplined, organized, forward thinker. Systems are currently tied with Aramco’s SAP system. Whenever an admin is hired they need to know SAP systems, Clickbook, etc. Working with C-level supporting all of the business for the executives. It’s almost like an operational/office manager, process expense reports, travel handles, schedules managed, very high level professionals keeping very high level professionals on track and organized.

 Director Q/A:
  1. Did you have someone doing this work over the past year or have you had to do your own administrative tasks?  90% were doing themselves and now that they’ve grown they need help.
  2. What has been the challenge in filling this position?  Haven’t seen very strong candidates.  This is a high visibility role and they are the face of the office. Client facing, need polished and professional. 
  3. Where have other candidates that interviewed fall short?  Articulation 
  4. What do you feel are the most important skills for a candidate to possess?  They need to possess the general administrative skills and looking for someone that could groom into a role where they could manage people beneath them.  This EA will be responsible for general EA tasks and also office management tasks.  There will be others to be brought on down the road, and this person could be the Sr. Office Manager down the road overseeing all the others EAs. 
  5. Do you need a wallstreet / venture capitalist industry background or could it be an Executive Admin for C level executives for any industry?  They don’t need industry experience just business acumen.  Working in an investment firm is a plus, technology start up is a plus.  Someone out of any industry is fine, it’s the first face in the office so the polish needs to be there. 
  6. Where is the office located in Palo Alto?  On Emerson Street at the Corner of Forest (2 blocks from the CalTrain Station).  Downtown.  They have their own dedicated parking
  7. Is it a hybrid schedule or work from the office all the time?  It’s going to be every day in the office but they’ll be flexible.  Get your work done.  People come into the office and they need to great them and get them settled in. 
  8. How many people work for the Palo Alto branch?  10+
  9. Is this person supporting you only, or will they support other MD’s and Executives?  They are supporting the Sr. Management professionals (2-4) people.  It’s not full support, it’s Abhishek and other Managing Partners that are most critical.
  10. Are there particular things in SAP this person needs to know i.e. SAP HANA, Businessone, CO,MM,SD.  It’s general SAP because Aramcos is highly customized. 
  11. Do you like to see stability in the role or are you open to Executive Admins that have been in shorter contract assignments?  They are okay with shorter assignments, want to see at least 2-3yr stints and there was career progression. 
 
#LI-Onsite #LI-WC1
 

About the Company

A

Alliance of Professionals & Consultants, Inc.

Alliance of Professionals & Consultants, Inc. (APC), is an award-winning, ISO 9001:2015 certified business in operation since 1993. Its focus is finding & placing top IT, marketing, engineering, energy, and other highly skilled talent. Additionally, APC offers a full suite of contract labor-related business solutions for mid- to large-sized companies. Headquartered in Raleigh, NC, the Native American-owned company has satellite offices throughout the US, with Professionals currently engaged on assignments in 40+ US states and six countries abroad.

APC is committed to creating a diverse work environment and is proud to be an equal opportunity employer. All qualified individuals will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, genetics, or veteran status.

COMPANY SIZE
500 to 999 employees
INDUSTRY
Management Consulting Services
FOUNDED
1993
WEBSITE
https://www.apcinc.com/

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