Executive Administrative Assistant & Office Manager

We are seeking a highly sophisticated, proactive, and organized Executive Administrative Assistant & Office Manager to provide high-level support to our senior leadership team while overseeing the day-to-day operations of our office. This dual-impact role requires a professional who can seamlessly pivot between complex executive coordination and the logistical management of a physical office space. The ideal candidate acts as a "right hand" to leadership, ensuring their time is optimized, and the office environment remains professional, welcoming, safe, and efficient.

Key Responsibilities

Senior Executive Support:

• High-Level Coordination: Provide dedicated administrative support to senior management, acting as a gatekeeper and primary point of contact for internal and external stakeholders.

• Strategic Calendar Management: Manage complex, shifting calendars; prioritize conflicting meeting requests and proactively resolve scheduling gaps.

• Travel & Logistics: Coordinate intricate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.

• Meeting Preparation: Attend high-level meetings to take minutes, track action items, and prepare necessary documents, reports, or high-quality presentations.

• Communication Management: Screen and prioritize emails, phone calls, and correspondence, drafting professional responses on behalf of leadership when appropriate.

Office Management:

• Daily Operations: Oversee all onsite office functions to ensure a seamless work environment for the team and visitors.

• Vendor & Facility Management: Liaise with property management and external vendors; oversee office equipment maintenance, repairs, and security protocols.

• Inventory Control: Proactively manage office and kitchen supplies, ensuring the space is always fully stocked and organized.

• Mail & Logistics: Direct all incoming/outgoing mail and high-priority packages.

• Culture & Safety: Maintain a clean, professional, and secure work environment in strict adherence to Aura’s security policies.

Event & Project Coordination:

• Executive Events: Plan and execute onsite and offsite meetings, board presentations, and team-building activities, managing all logistics including catering and technology needs.

• Project Liaison: Assist in tracking progress on key office initiatives, ensuring deadlines are met, and stakeholders are kept informed.

Financial Administration:

• Expense Management: Process complex executive expense reports and perform monthly credit card reconciliations.

• Invoicing: Manage office-related invoicing and work with the finance team to ensure timely vendor payments.

Qualifications

• Experience: 5+ years of experience as an Executive Assistant or Office Manager, with a proven track record of supporting C-Suite or Senior-level management.

• Discretion: Exceptional ability to handle sensitive and confidential information with the utmost professionalism.

• Communication: Elite written and verbal communication skills; ability to interact confidently with high-level executives and external partners.

• Agility: A "no task is too small" attitude with the ability to pivot quickly in a fast-paced, dynamic environment.

• Technical Proficiency: Expert knowledge of G Suite (Gmail, Calendar, Docs, Sheets) and experience with travel/expense management software.

• Organization: Superior time-management skills and the ability to manage multiple high-priority projects simultaneously.

• Self-Directed: Owns the office environment with minimal direction, staying proactive and effective during both busy periods with high executive activity and quieter stretches requiring independent initiative.

• Team Player: Collaborates effectively with employees, executives, and EAs, building strong partnerships, adding value, and proactively solving problems day-to-day.

Work Environment

• In-Office Hybrid: This position requires being physically present in our Boston (Seaport) office on Tuesday, Wednesday, and Thursday to manage onsite operations, and sometimes other days as needed based on pre-scheduled events.

• Collaboration: Opportunity to work within a supportive, high-energy team dedicated to Aura’s growth.

Aura is committed to offering a generous package to support our employees in all aspects of their life in and out of work. Our packages offer competitive pay, generous health and wellness benefits, retirement savings plans, parental leave and much more! Pay range for this position is $80,000-$90,000/year but may vary depending on job-related knowledge, skills, and experience.