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Office Manager/Executive Admin (Palo Alto, CA) at Prudential Ins Co of America in Sunnyvale, California

Posted in Management 30+ days ago.

Type: Full-Time

Job Description:

Job Classification:

Corporate - Human Resources

We are a team of venture and business development professionals looking for an Office Manager who brings a smile to our guests and our team and can turn our office operations into a well-oiled machine. Our office is located in Palo Alto, CA and we are looking for someone who enjoys engaging with many different people on a daily-basis and is detail oriented when it comes to operational work.

The individual in this role will be required to fulfill the responsibilities of both an Office Manager as well as an Executive Assistant which will require a dynamic individual who has experience working with diverse teams and senior executives, and is able to juggle multiple high-level priorities.

You enjoy keeping things organized and combine positive energy with teamwork. You will be the first person that our guests see as they come in and will be the ambassador for our brand and team. You bring energy and warmth and have a keen eye for details. You balance hospitality with organization.


  • Office Management end to end responsibility including

    • Handling all operational aspects of the office (real estate liaison, office services, etc.)

    • Welcoming visitors and appropriately handling their visit experience

    • Reception management including incoming phone calls, mail etc.

    • Conference room co-ordination and upkeep

    • Office supplies and kitchen pantry management

    • Office space maintenance as needed

    • Responsibilities may include budgeting and forecasting for supplies, events, etc.

  • Event Management

    • End to end event planning and execution – all needs big and small

    • Independently manages site selection, contract negotiations, food and beverage selections and arrangements for audio visual service, transportation, guest list management, etc.

    • Identifies key issues and priorities in order to achieve results with minimal direction

    • Manages budget related to events

  • Executive Admin support for a C level executive

    • Coordination of complex internal and external scheduling and extensive calendar management for the leader

    • Ability to anticipate and understand priorities and plan calendar and meetings appropriately

    • Handle logistics for meetings, including anticipating technology needs, preparing materials (agendas, pre-reading), tracking meeting attendees

    • Travel and expense management

    • Assistance in approvals of team requests, contractors time management, procurement assistance, etc.

    • Ability to participate on cross-functional teams and potentially lead a small team or group on special projects under the guidance and direction of principal leader

Office Manager Requirements:

  • Experience working in venture or startups a plus, but not required

  • 3-5 years of prior, relevant work experience, supporting diverse teams and senior executives

  • Strong proficiency with technology skills, specifically in the use of Microsoft 0365 Suite (Word, Excel, Advanced PowerPoint, SharePoint, Outlook), Gsuite, Gmail, Zoom, and the ability to learn necessary Prudential applications

  • Strong business acumen, organizational awareness and ability to build relationships

  • Excellent organization, meeting planning, event planning and project management skills with the ability to effectively juggle multiple high-level priorities

  • Knows when to make decisions themselves and when to “escalate”

  • Self-motivated; demonstrates initiative and anticipates issues, provides realistic solutions, employs sound judgment, and makes timely decisions

  • Able to work independently with minimal supervision, work under tight time constraints, and be able to prioritize his/her work

  • Discretion required in handling highly sensitive and confidential information

About PruVen and Prudential
PruVen is an independent venture capital firm founded in partnership with Prudential Financial as our LP. Our multi-stage fund focuses on vertical industries: InsurTech, FinTech, HealthTech, PropTech as well as horizontal enterprise technologies.

Prudential Financial is a Fortune 100 company, known for delivering on promises to our customers and is recognized as one of the world’s most admired companies. Prudential’s diverse and talented employees are committed to helping customers through a variety of solutions across retirement, investment management, advice, and insurance. We have a global footprint with operations in the United States, Asia, Europe and Latin America.


Prudential Financial, Inc. of the United States is not affiliated with Prudential plc. which is headquartered in the United Kingdom.

Prudential is a multinational financial services leader with operations in the United States, Asia, Europe, and Latin America. Leveraging its heritage of life insurance and asset management expertise, Prudential is focused on helping individual and institutional customers grow and protect their wealth. The company's well-known Rock symbol is an icon of strength, stability, expertise and innovation that has stood the test of time. Prudential's businesses offer a variety of products and services, including life insurance, annuities, retirement-related services, mutual funds, asset management, and real estate services.

We recognize that our strength and success are directly linked to the quality and skills of our diverse associates. We are proud to be a place where talented people who want to make a difference can grow as professionals, leaders, and as individuals. Visit to learn more about our values, our history and our brand.

Prudential is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, national origin, genetics, disability, marital status, age, veteran status, domestic partner status , medical condition or any other characteristic protected by law. 

The Prudential Insurance Company of America, Newark, NJ and its affiliates.

Note that this posting is intended for individual applicants. Search firms or agencies should email Staffing at for more information about doing business with Prudential.

If you need an accommodation to complete the application process, which may include an assessment, please call (800) 433-8960, prompt 4 or email

Please note that the above number and email are solely for individuals with disabilities requesting an accommodation.  If you are experiencing a technical issue with your application or an assessment, please email to request assistance.

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