Office Manager

ClearView Healthcare Partners is a premier life sciences strategy consulting firm headquartered in Boston, with offices in San Francisco, New York City, London, Zurich and Gurgaon. Serving clients in the biopharmaceutical, medical device, and diagnostic spaces, we provide world-class strategic decision-making support across a diverse range of business issues. Our goal is to inform actionable recommendations that allow companies to achieve their business objectives.

Role Overview

ClearView Healthcare Partners is seeking an Office Manager (OM) for our San Francisco office to ensure a comfortable and efficient working environment. This role includes vendor management, administrative support for various team members, meeting and event logistics, leading office moves or expansions and supporting core internal functions.  Our administrative team is critical to their local office and operates as a global team, embodying the company values and contributing to the office environment. Employees are encouraged to join internal initiatives to drive company culture, engage with colleagues, and gain new skills and experiences. This role will report directly to the Chief Operating Officer with dotted line reporting to the Local Office Lead.

General office management responsibilities

Office Managers are responsible for ensuring that the office runs smoothly, is welcoming, and coordinated with all stakeholders.

• Serve as a in the office and collaborate with local office leadership to ensure a positive experience for employees (e.g., getting to know local employees, walking around proactively to identify opportunities to ensure safety and positive experience, sharing observations with HR and the Local Office Lead, etc)
• Support the Local Office Lead with general administrative tasks
• Communicate relevant office updates and changes to the broader organization
• Suggest office improvements for approval by leadership team (e.g. snack /beverage vendors, etc.)
• Ensure admins or receptionists keep all office and kitchen supplies stocked
• Run office programs (e.g. company-wide meetings, ergonomic supplies, etc.)
• Act as liaison to external vendors (e.g., building management/maintenance, office supplies, services, etc.)
• Responsible for creating a welcoming environment for all; includes ensuring the setup of new hire desks, office access, etc.
• Maintain updated office seating chart and understand forward-looking space planning
• Coordinate meetings as needed – compile /distribute the agenda; take and distribute minutes; hold time on calendars / Reserve and set up space for catered events & order lunch or coordinate with food vendor
• Partner with other corporate departments on initiatives that affect the local office (e.g., with IT on support for desks and call rooms; with HR on predicting headcount; with compliance on business continuity planning, etc.)
• Have visibility into all events in the office and ensure the calendar of programming is appropriate
• Manage the budget for the office; coordinate with the finance department annually on the budget process

 Dedicated administrative support for aligned leadership and extended leadership team members

The OM will also have a specific set of aligned leadership and extended leadership team members that they will provide support to at an Executive Assistant level.

• Manage travel (includes aligned project team if managing client-based travel)
• Manage and submit expenses in a timely manner
• Support statement of work (SOW) tracking inclusive of ensuring full execution on behalf of our client
• Ensure accurate calendar and scheduling support (internal and external as needed)
• Provide other support as needed

Leadership within the Global Support Team

All OMs are expected to work as a global management team to ensure that the Global Support Team is operating as a coordinated unit, achieving goals, and providing superior support to the organization.  OMs will split the following responsibilities:

• Lead, manage, and coach administrative assistant(s) and/or receptionist(s)
• Invest in support team specific cross-office initiatives such as support team training programs, etc.
• Ensure there is an appropriate amount of coverage for all leadership and all initiatives via team capacity planning
• “Listen to clients” proactively and recommend changes/additions to the service model to continually improve and evolve service of the team

Qualifications

Required

• 3-5 years of experience in an office manager or equivalent role
• 5-7 years of experience supporting leadership of an organization
• Experience coaching and managing others
• Strong written and oral communication skills
• Ability to adapt, multi-task, and prioritize effectively
• Proficiency with Microsoft Office Suite (Outlook, Excel, PowerPoint)
• Quick learner with new technology tools (e.g., SharePoint, SAP Concur, Salesforce)
• Attention to detail
• Ability to lift 50 pounds
• Willingness to work in our San Francisco office at least 50% (2-3 days per week)

Preferred

• Bachelor’s degree
• Willingness to take on various tasks
• Strong interpersonal skills and desire to build relationships

The first-year base salary for this position will be between $90,000 and $100,000

We encourage you to apply even if you don’t meet every single qualification.  We are looking for individuals who are passionate about our mission and are eager to grow and learn.

ClearView Healthcare Partners ("CV") is an Equal Opportunity employer.  All qualified applicants will be considered for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.