Office Coordinator/Administrative Assistant - Cambridge

Applied Invention is a multi-disciplinary innovation company that partners with corporations to design and build new technologies to help them grow and adapt to rapidly changing environments.

We are a group of experienced technologists that have especially strong skills in building complex systems that incorporate data analytics, artificial intelligence, cloud computing, machine learning, distributed sensors, robotics and data visualization. We work at the speed of a startup, with quality that comes from years of working together as a cohesive team.

Our relationships with our partners, primarily Fortune 1000 companies, are confidential and encompass a broad range of industries including agriculture, transportation, manufacturing, information technology, energy, medical and healthcare.

If you are a self-starter who shares our passion for solving problems that matter, for pushing the limits of what’s possible, and for asking hard questions, we want to meet you.

Description

Provide executive administrative support to key leaders and general administrative support to the organization.   This position is also responsible for general office operations to ensure that employees and visitors have a positive AI experience.

Position Responsibilities

• Collaborate with Partners, IT and Operations to establish and maintain protocols to ensure professional running of the Boston office.

• Provide Executive administrative support: meeting coordination, calendaring, travel, expense reporting, copying, filing and other general administrative needs required by Executives.

• General office administrative duties including: visit coordination, conference room calendaring, managing demo calendar, parking and NDA management, preparing conference rooms for video conferencing calls, incoming and outgoing mail etc.

• Managing the visitor experience including: answering the main company phone line and greeting all visitors ensuring that they are properly welcomed and sign in (including NDA’s) and badging.

• Ensure daily, weekly, and recurring office maintenance in such a way that it supports a high-level experience for visitors and employees alike including: morning set up and kitchen readiness, maintaining cleanliness of the common office areas, conference rooms and kitchens, supply ordering and stocking, plant maintenance etc.

• Coordinate efforts regarding space construction and renovation, moves & rearranges, seating plans and arrangements etc.

• Coordinate with building management/landlord regarding building related issues, concerns and needs including: lease agreements on parking, maintenance and repairs.

• Supply ordering and vendor relationship management, working closely with the Director, Operations on contractual relationships and budget management.

• Work with Burbank Admin team and HR to support company internal events such as holiday party and team outings.

• Act as liaison for HR as needed.

• All other duties as assigned.

Skills/Qualifications

• BA/BS in business or related field preferred.

• Minimum of 5 years’ experience in an office and executive administrative support role.

• Advanced skills in MS Office Suite & Google applications in a business environment.

• Excellent written and verbal communication skills.

• Proactive self-starter.

• Professional demeanor and phone manner.

• Demonstrated ability to multi-task and prioritize.

• Exceptional organizational as well as project and time management skills.

• Proven ability to exercise good judgment.

• Proven collaborator at all levels of an organization.

• Excellent customer relations skills.

Applied Invention is an Equal Opportunity Employer