Office Manager

1 in 4 people in the US have a treatable mental health condition, but most providers don't accept insurance, making therapy too expensive for most people. Headway’s mission is to fix this by building a new mental healthcare system everyone can access. We started by solving the biggest barrier to care: insurance. The admin work - credentialing, claims, payment reconciliation - is a nightmare. We've automated that.

But we're going further. Over 90,000 providers across all 50 states run their practice on our software, serving over 2.6 million patients. We are building the best tools for therapists to run their entire practice, reimagining the experience of finding a therapist, and investing in the platform foundations to enable this at scale, and building much of it with AI. We aren't just a billing layer; we are becoming the platform where care actually happens.

We're a Series D company with $325M+ in funding (a16z, Accel, Spark Capital, etc.), looking for exceptional people to help us achieve this mission. We want your time here to be the most meaningful experience of your career. Join us, and help change mental healthcare for the better.

As Headway’s SF Office Manager, and early member of the Workplace Experience Team, you’ll play a central and autonomous role in shaping the workplace experience for Headway employees. We’re looking for a gritty, operationally excellent, and relationship-obsessed team player to support Headway’s human hypergrowth and progress towards our mission. This is an exceptional opportunity for someone who thrives making independent, consequential decisions at the intersection of facilities operations & community in a dynamic, high-growth, and mission-driven environment.

You will

• Own and independently manage SF office operations - exercise judgment on vendor selection, facility priorities, and resource allocation; serve as Headway’s authorized point of contact with building management, local vendors, and external partners

• Own the SF office budget - make spend decisions within approved parameters, identify and resolve budget variances, and proactively recommend operational efficiencies to leadership

• Exercise independent judgment in evaluating, onboarding, and holding vendors accountable to performance standards - negotiate day-to-day contract terms and escalate material issues with a recommended resolution

• Drive space utilization strategy - analyze usage patterns, determine layout and policy adjustments, and implement changes that optimize the SF workplace environment

• Design and own office communications and engagement - build the tools, channels, and rituals that keep SF employees informed and connected, exercising judgment on format, frequency, and content

• Lead planning and execution of in-person events and onsites - scope, resource, and deliver ~50 onsites/year in SF, including team gatherings, office-wide programming, and community moments

• Own SF office knowledge resources and playbooks - determine what gets built, maintained, and retired across Confluence pages, FAQs, and office guides

• Support office buildout and special projects - independently manage furniture upgrades, hackathon logistics, and ad hoc initiatives from scoping through completion

• In support of the above, you’ll also handle day-to-day operational needs including visitor registration, supply restocking, A/V setup, and reception

You’d be a great fit if…

• You have a minimum of 2 years of experience working in Community, Facilities, or Workplace Experience

• You are extremely skillful and passionate about Employee Experience and Facilities

• You have excellent communication and project management skills; you’re able to keep multiple workstreams running smoothly and visibly

• You love to build new things optimizing for scale, efficiency, and engagement

• You’re comfortable making independent decisions with limited oversight - whether that’s resolving a vendor dispute, reconfiguring the floor plan, or standing up a new office program from scratch

Comprehensive benefits:

Medical, dental, vision, HSA/FSA, 401(k) including match for 2027!, Carrot Fertility reimbursement, and paid parental, medical and caregiver leave.

We believe a team's strength is in its people, and we cannot achieve this mission without a team that reflects the diversity of this problem - across race, ethnicity, gender, sexuality, age, national origin, religion, family status, disability, military status, and experience. Headway is committed to the full inclusion of all qualified individuals. As part of this commitment, Headway will ensure that persons with disabilities are provided with reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or receive other benefits and privileges of employment, please inform the recruiter when they contact you to schedule your interview.

Headway participates in E-Verify. To learn more, click here.

A notice to Headway applicants: To protect yourself against phishing and recruitment fraud, please note that Headway only accepts applications through our official careers page at https://headway.co/careers. Headway will never refer you to external websites, ask for payment or personal information, or conduct interviews via messaging apps. All official communication will come from a @ findheadway.com email address. If you are contacted by someone claiming to be from Headway via an unofficial channel, please do not share any information and report it as spam.