Executive Assistant / Office Manager

About the Role:

We seek a highly organized, motivated, and adaptable professional to coordinate administrative activities for Superluminal Medicines (SUN). This role supports the Operations department with all the company’s administrative tasks at our office in Boston, MA. The successful candidate will be responsible for providing administrative support to the SUN team and assisting with the day-to-day operations of the company.

Responsibilities:

Administrative Support:

• Provide high-level administrative support to executive(s), including calendar management, meeting coordination, travel arrangements, and handling confidential communications"
• Provide comprehensive administrative support to the SUN team, including managing schedules, coordinating meetings, handling travel and logistics 
• Prepare and edit correspondence, reports, presentations, and other documents as needed
• Organize and maintain confidential files and records
• Assist with other administrative duties, special projects and events as needed

On-site Operations:

• Handle all on-site administrative supply ordering, tracking, and distribution
• Coordinate visitor logistics: conference room booking, arrivals, badge creation, parking arrangements, escorting to their meeting location, food ordering/ deliveries, etc.
• Manage team-wide transportation purchasing, reimbursement, and pass creation
• Collect and distribute all mail/packages to appropriate departments
• Oversee daily office operations to ensure a smooth, efficient, and welcoming workplace
• Serve as primary point of contact for office-related inquiries and issues
• Support onboarding and offboarding by coordinating workspace, equipment, and access

Business Operations:

• Collaborate with SUN teams to identify and address administration needs
• File expense reports and keep purchasing records

People Operations:

• Maintain human resource documentation including strategies, policies, and procedures 
• Assist with the process of talent acquisition, onboarding, and employee development initiatives
• Assist with ad-hoc HR projects and tasks as needed

Qualifications:

• Bachelor's degree in Business Administration, Human Resources, or a scientific field related to SUN’s mission (biology, chemistry, pharmaceutical sciences, etc.)
• Minimum of 2 years of experience in a combination of administration support and operations roles
• Excellent organizational, time management, and multitasking skills.
• Strong interpersonal and communication skills, with the ability to build relationships and work effectively with people at all levels of the organization.
• Proficient in Microsoft Office Suite and Google Docs/Sheets/etc.
• Demonstrated ability to handle confidential information with discretion