Head of Operations

👩 💻 Head of Operations/Admin

📍 Onsite in Sunnyvale

💸 Highly competitive base

THE TEAM

You will be working with a dedicated research lab for building, understanding, using, and risk-managing foundation models. Their mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.

POSITION SUMMARY

They are seeking a highly organized and proactive Senior Operations Associate/ Head of Operations to be the backbone of their office. This role is crucial for ensuring the smooth daily operations of our organization by managing a wide range of administrative, financial, and people-focused tasks. The ideal candidate is a detail-oriented professional with excellent communication skills who can handle confidential information with discretion and positively influence our company culture.

KEY RESPONSABILITIES

Operations & Office Management:

• Coordinate the onboarding logistics for new hires, including laptop and equipment setup.
• Manage daily lunch programs and demonstrate experience with platforms like DoorDash for Business.
• Lead the aesthetic and functional design of the office space, serving as the primary liaison with property management for all facility-related projects and maintenance.
• Maintain full compliance by ensuring General Liability Insurance (GLI) is current and by meticulously collecting and archiving Certificates of Insurance (COIs) from all vendors.
• Establish and enforce robust office safety protocols, including the management of visitor logs and adherence to security procedures.
• Partner with HR to manage and update policies such as workplace conduct, safety, emergency procedures, travel, and office space usage etc.
• Assist with creating new hires immersion plan & others with maintaining essential records for permits and licenses.
• Manage visitor logistics, mail handling, and general office support.

Financial & Accounting Support:

• Manage daily financial transactions, including processing payments and tracking expenses.
• Handle invoice processing, expense tracking, and vendor payments.
• Work closely with HR to ensure travel reimbursements & other reimbursements are accurately and timely processed through payroll.
• Assist with preparing financial reports and budgets.
• Oversee and manage company bank accounts, including setting up new accounts as needed, handling cash management, and reconciling bank statements.

Culture & Employee Engagement:

• Partner with everyone to implement and run programs that promote a high-performance culture and foster a sense of connection and belonging.
• Organize and manage employee engagement activities, including team events, celebrations, and offsites.
• Organize and host sessions for visiting speakers or professors, including all logistical support.
• Prepare weekly and monthly announcements to keep the office lively and informed.

Professional Experience

• Minimum of 5 years of experience in an office and administrative role.
• Proven experience with basic accounting tasks, invoicing, and expense management.

Professional Experience Preferred

• Exceptional organizational skills and a high level of attention to detail.
• Strong written and verbal communication skills.
• Proficiency with communication and collaboration tools such as Zoom, Microsoft Teams, and Slack.
• Proficiency with financial software, Microsoft Office Suite (especially Excel), and project management tools.
• A proactive and resourceful mindset with the ability to manage multiple priorities.
• A natural collaborator who enjoys building a positive team culture.