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Office Administrator

Menlo Park, California, United States

About Hello Heart:

Hello Heart is on a mission to change the way people care for their hearts. The company provides the first app and connected heart monitor to help people track and manage their heart health. With Hello Heart, users take steps to control their risk of heart attacks and stroke – the leading cause of death in the United States. Peer-reviewed studies have shown that high-risk users of Hello Heart have seen meaningful drops in blood pressure, cholesterol and even weight. Recognized as the digital leader in preventive heart health, Hello Heart is trusted by more than 130 leading Fortune 500 and government employers, national health plans, and labor organizations. Founded in 2013, Hello Heart has raised more than $138 million from top venture firms and is a best-in-class solution on the American Heart Association’s Innovators’ Network and CVS Health Point Solutions Management platform. Visit www.helloheart.com for more information.

Description:

We are looking for an enthusiastic and experienced Office Administrator to join our People Ops team, working from our Menlo Park office. As the first point of contact for, you will be leading the day-to-day office operations to ensure that things run smoothly and efficiently supporting various initiatives to maintain a positive employee experience.

In addition to Office Management, this person will also be responsible for booking internal travel for employees, including our executive team. As well as partnering with the other members of the People team to work on culture and engagement projects as required. Working closing with our Talent team to ensure an amazing interview and onboarding process. 

The successful candidate will possess a can-do attitude, believes no task is too small and has lots of common sense. We are looking for someone who is able to work autonomously and really takes pride and ownership in making our office a great place to be!

Please note: This position has an in office requirement, Monday through Thursday in our Menlo Park office from 8:30 am to 4:30 pm, with the option of working from home on Fridays.

Responsibilities:

Office Management

  • Manage relationships with vendors and service providers (building facilities, etc.)
  • Billing & Invoicing - document all invoices, and work closely and collaboratively with our Finance Team to ensure all expenses are accounted for.
  • Make our office a great place to work, including but not limited to cleanliness, security, and workability.
  • Receive, document, and distribute all incoming mail and packages to the appropriate team/individuals. Help manage office shipments and mail (sending, receiving, distributing)
  • Prepare for and greet guests, visitors, and vendors on arrival/provide refreshments as necessary

People & Culture

  • Assist in various People Team-led initiatives, with a special focus on employee engagement and company culture.
  • Assist with planning and running our yearly Full Company and Team offsites.
  • Support the People Ops Team in providing new hires with an amazing onboarding experience.
  • Partnering with our Talent Team to drive candidate experience initiatives.

Administration

  • Assist in booking travel, including flights, hotels, ground transportation, and conference facilities for all levels of employees, including our executive team.
  • Liaise with our logistics team in our Tel Aviv office, to ensure some consistency in processes in both our offices.
  • Track corporate card charges and process monthly expense reports for multiple team members.
  • Occasional oversight over shipping items to our sizable population of remote employees.

Qualifications:

  • Bachelor's Degree recommended
  • 5+ years of proven office management and/or HR coordinator experience, preferably in a fast-paced start-up environment
  • Prior experience booking corporate travel, with experience in booking executive travel being a plus
  • Excellent problem-solving, organizational, and multitasking skills, and ability to manage rapid change
  • A deep understanding and a keen interest in employee engagement & culture
  • Exceptional written and verbal communication skills, as well as experience with time management. Attention to detail is a must.  
  • Comfortable with online productivity tools (e.g. Slack, Excel, Gmail & Google Apps etc.)

The US base salary range for this full-time position is $95,000.00 to $125,000.00 Salary ranges are determined by role and level. Compensation is determined by additional factors, including job-related skills, experience, and relevant education or training. Please note that the compensation details listed in US role postings reflect the annual salary and bonus only, and do not include equity or benefits.

Hello Heart has a positive, diverse, and supportive culture - we look for people who are collaborative, creative, and courageous. Oh, and if you want to see some recent evidence of the fun things we do at Hello Heart, check out our Instagram page.  

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In-office days are typically Monday - Thursday, with Fridays being optional/WFH.

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