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Front Desk, Venture Capital

  • Admin & Operations
  • Full-time
  • Palo Alto, CA

Palo Alto Staffing provides exceptional supporting talent to the world's most innovative entrepreneurs from founder, through to investor and philanthropist. Connecting the best people to the best companies since 1979.

Dedicated to financing disruptive and innovative companies, this Silicon Valley venture capital firm has spent over 50 years building one of the world’s most successful portfolios. With a rich history in the VC community, the firm’s headquarters must reflect the passion and exemplary professionalism that the organization was built upon. As the Front Desk Administrator, it is crucial you possess these qualities, as well as a personable and optimistic attitude. This role will work directly with the Office Manager to ensure a positive office environment and support various departments with administrative, financial, and creative projects.

 Key Responsibilities: 

  • Welcome all employees and guests upon arrival, always maintain a hospitable environment

  • Arrive promptly at 8:00 AM, Monday – Friday, and actively manage the desk until 5:00 PM

  • Oversee the organization and cleanliness of communal areas; lobby, conference rooms, multiple kitchens, and the firm’s Incubator Space

  • Manage the conference room scheduling platform, ensure an accurate calendar at all times

  • Monitor AV functionalities in each conference room, communicate with IT immediately if guests or employees experience any AV or equipment issues

  • Handle all incoming and outgoing mail and packages, shipping inquiries, and the firm’s FedEx account

  • Track office and kitchen inventory, place regular orders to keep all supplies and food stocked

  • Discover and order delicious, healthy, and economical meals for biweekly, firm-wide lunches

  • Process monthly expense reports by downloading AmEx charges into Excel, code with appropriate accounting codes, and attach supporting receipts

  • Collaborate with various departments on firm-wide projects and events, such as office holiday décor and Annual Meeting support

  • Support the Office Manager with day-to-day operations and any requested tasks or projects

Qualifications

  • 2+ years of administrative experience

  • Bachelor’s degree preferred

  • Highly proficient with Microsoft 365

  • Knowledge of Box, Canva, and Bill.com preferred

  • Personable, enthusiastic, and collaborative

  • Ability to communicate in an efficient, tactful, and discrete manner

  • Required to pass background and reference checks

  • Able to work in-office & show proof of vaccination