Office & Executive Assistant

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

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 a C-suite and other executives. 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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