Administrative Assistant

Job Title: Administrative Assistant

Location: Waltham, MA / Onsite presence 3 days per week required

Role Overview: We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support daily business operations and help maintain an efficient, collaborative work environment.  The Administrative Assistant will provide administrative and operational support across multiple functions, including executive scheduling, office management, meeting coordination, vendor management, and general administrative activities. This role is ideal for someone who thrives in a fast-paced, mission-driven environment and enjoys supporting a dynamic team.

Key Responsibilities

Administrative Support

• Proactively manage complex, multi-time-zone calendars and provide day-to-day administrative support to multiple team members
• Coordinate domestic and international travel arrangements including preparation and submission of expense reports in accordance with company policies
• Facilitate contract requests, contract amendments and the setup and management of POs in support of the R&D organization
• Track and report spend over time across key vendor POs
• Support cross-functional projects and administrative initiatives across clinical development, clinical operations and biometrics involving detailed tracking of data, and engaging externally with vendors as needed
• Assist with document management and compliance-related record keeping for the development organization
• Assist with internal and external meeting logistics and maintain confidentiality when handling sensitive company information.

Office Operations

• Serve as the primary point of contact for office-related needs, equipment maintenance and vendor relationships while maintaining a professional office environment.
• Serve as the primary point of contact for vendors delivering office supplies and services, and monitor inventory levels
• Facilitate onboarding logistics for new employees in Waltham, including workspace preparation and coordination with internal teams
• Support office events, team meetings, and company gatherings ensuring maintenance of a professional office environment

Education and Qualifications:

• Associate’s degree or equivalent and 3+ years of administrative experience, preferably in biotech, healthcare, or a fast-paced environment
• Strong organizational skills with excellent attention to detail
• Ability to manage multiple priorities and adapt to changing needs
• Customer service mindset
• Proficiency with calendar management, expense reporting tools, and standard office software (e.g., Microsoft Office Suite, Google Workspace)
• Strong communication and interpersonal skills
• Team player with a willingness to pitch in wherever needed

Compensation:

• An appropriate financial package will be developed for the successful candidate to include a competitive base salary and equity, with a performance-related bonus opportunity.
• The anticipated salary range for candidates is $35.00/hour - $50.00/hour. The final salary offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the job, type and length of experience within the industry, education, etc. Oruka is a multi-state employer and this salary range may not reflect positions that work in other states.

We're looking forward to hearing how you can contribute to our team and mission. Join us in shaping the future of our company and making a real impact every day.