Office Manager & Operations Assistant

We are looking for a highly organized and proactive Office Manager & Operations Assistant to join our team. This dual-purpose role is critical for ensuring the smooth functioning of both our physical office in Waltham and our dynamic Operations team.

The ideal candidate will serve as the hub for our office, managing day-to-day facilities and logistics, while also providing essential administrative support to our Operations executives and team members. If you thrive in a fast-paced environment and are a natural problem-solver, this is an excellent opportunity to be a valuable contributor to a growing company.

This role is based out of our Waltham, MA office and requires a four-day, on-site presence, Monday through Thursday.

• Manage and update team and executive calendars, including scheduling meetings, coordinating with participants, and ensuring all logistics are handled.
• Assist with domestic and international travel arrangements and accommodations for team members and executives.
• Track task progress, manage team deadlines, and provide proactive assistance with ad hoc projects.
• Process and track expenses for executives and the team.
• Conduct internet-based research to support various operations projects.

• Oversee the day-to-day operations of the Waltham office, ensuring a welcoming and professional environment.
• Manage relationships with office vendors and suppliers (e.g., maintenance, cleaning, catering).
• Maintain office inventory, including ordering and stocking supplies, and ensuring all equipment is in working order.
• Manage incoming and outgoing mail, deliveries, and shipments.
• Coordinate conference room bookings and assist with facilities-related requests from employees.

• Assist with planning and execution of team events, meetings, and offsites.
• Help organize corporate social responsibility (CSR) initiatives and other company-wide programs.

• 4+ years of experience in a combined administrative assistant and/or office management role.
• Proven ability to work in a fast-paced environment and prioritize tasks effectively.
• Exceptional organizational skills and a strong attention to detail.
• Proficiency with modern business software, including Google Suite, Microsoft Suite, Zoom, and Slack.
• Excellent written and verbal communication skills.
• Experience supporting executives and/or a team is highly preferred.
• A proactive, can-do attitude with a willingness to take on new challenges.
• Bachelor’s degree or equivalent experience is preferred.

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