Office Manager

Company Overview


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 supportive 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. We encourage Office Managers to get involved in internal initiatives, a great way to connect with colleagues, support our culture, and develop new skills. This role will report directly to the Local Office Lead.


Key responsibilities

• Office operations and facilities
  • Office Managers are responsible for ensuring that the office runs smoothly, is welcoming, and is coordinated with all stakeholders.
  • 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.)
  • 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
  • Assist with space planning, including moves and coordination of any fit-out or refurbishment works.
  • 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.)

• Workplace experience
  • Serve as a lead 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.)
  • Partner with office lead and leadership members to plan and execute office events (town halls, social events, client meeting and recruitment events)
  • Have visibility into all events in the office and ensure the calendar of programming is appropriate
• 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

• Budget, procurement and vendor management
  • Act as liaison to external vendors (e.g., building management/maintenance, office supplies, services, etc.)
  • Negotiate and manage contracts for office-related services, ensuring service-level expectations, compliance, and value for money.
  • Manage the budget for the office; coordinate with the finance department annually on the budget process.

• Team leadership and people management
  • Line manage the admin and reception team, setting clear expectations, providing coaching, conducting performance reviews, and managing workload allocation.
  • Foster a high-performance, service-oriented culture within the team and act as an escalation point for complex or sensitive issues

• Health, safety, and compliance
  • Ensure compliance with local health and safety regulations and company policies, including emergency procedures, incident reporting, and regular drills.
  • Serve as a primary contact for building security, access control, and physical security protocols.
• Global collaboration and support team leadership
  • Collaborate closely with peer Office Managers worldwide to align standards, processes, and service levels.
  • Plan team capacity with other offices to ensure appropriate coverage for leadership and key initiatives.
  • Listen to internal clients and propose improvements to the global support service model.

Qualifications

Required

• 5 -7 years of experience in an office manager or equivalent role
• 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 60% (3 days per week), with a 100% in-office presence during the first 3 months

Preferred

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

The base salary range for this position is between $90,000 and $120,000.

In addition to the base salary, you will be eligible for an annual discretionary performance bonus, and a comprehensive benefits package.

What We Value

We recognize that not every candidate will meet every qualification listed. If you're excited about this role and believe you have relevant experience or transferable skills, we encourage you to apply. We value curiosity, a growth mindset, and a commitment to collaboration.

Equal Opportunity Employer

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.