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Hippocratic AI
Hippocratic AI

Office Manager

Permanent contract
Menlo Park, CA
No remote work
Salary: Not specified
Experience: > 5 years

Hippocratic AI
Hippocratic AI

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The position

Job description

  • At Hippocratic AI, our Menlo Park office is where our culture comes alive. We’re looking for someone who treats the office as an experience to be crafted, not a space to be maintained: a space people genuinely want to spend time in, where small details- a stocked kitchen, a flawless event, a warm welcome at the front desk- add up to a workplace with real ambience and heart
  • Many of our teams and leaders work remotely, but they come through these doors often, for all-hands, key meetings, and moments that matter, and this role makes sure they feel at home the second they walk in
  • The Workplace Experience. You decide how the office runs, day to day and at scale. That means owning every vendor relationship and contract, managing budgets, and leading space planning and office moves. You keep supplies, kitchen stock, and shipping and receiving running without a hitch, and make sure the physical workplace never becomes a distraction from the work people are here to do
  • Safety, Security & Facilities Operations. You’re the first line of defense for a safe, functional workplace: overseeing building maintenance and repairs, managing badge access and visitor security, and staying ahead of health and safety compliance and emergency preparedness. When something breaks, or something’s off, you’re the one who notices first and gets it fixed
  • Moments That Matter. You’re the one who makes a first day, a company all-hands, team events, or the holiday party feel effortless instead of chaotic. You own event planning and execution for our headquarters, handle badge and desk setup for every new hire and contractor, keep the seating chart current as the team changes, and make sure every guest feels welcomed from the moment they arrive
  • Executive Operations. You’re a trusted extension of our G&A team: reconciling expenses with zero loose ends, booking travel well ahead of time, and managing executive visits proactively so nothing is left to chance. Some early mornings come with the territory, in service of key meetings and events
  • What Success Looks Like
  • Within 45 days, you’re running this workplace independently, with no hand-holding required. You’ve taken over every vendor relationship and contract, including Kilroy, resolving issues directly instead of escalating to HR or leadership
  • You’ve defined a calendar of company events for the year and have a plan in motion for each one. New hires walk in on day one fully set up, and offboarding happens without anyone having to chase it down. Expense reports are reconciled on a predictable cadence with no missing documentation

Preferred experience

  • 7+ years of experience in office management or workplace operations within well-established corporate environments
  • Experience supporting senior executives with travel, expenses, or scheduling
  • A track record of owning vendor and facilities relationships end-to-end, including managing a tight budget
  • Multi-site office management experience required
  • Experience planning and executing company-wide events
  • Flexibility to occasionally start early or travel to support executive meetings, events, or satellite offices
  • Bachelor’s degree required
  • Nice to have: startup or fast-growth company experience, experience leading office moves or space planning, and experience working with flexible/managed workspace providers (e.g., WeWork)

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