Executive Assistant & Office Manager

The Executive Assistant & Office Manager role you will bring strategic thought to your partnership in managing our Boston Office and providing support to three senior level executives. This role is required to be in office 5 days a week. 

You Will:

• Manage the Boston office and be responsible for the following: 
• Develop and oversee the office's annual budget, ensuring alignment with organizational goals. Monitor expenditures, track variances, and implement cost-control measures to maintain financial efficiency
• Visitor Access: Register with security, greet visitors and direct them to the appropriate offices as well as coordinate any in office meals as needed 
• Manage phone calls and correspondence (e-mail, letters, packages, Shipping assets etc.)
• General upkeep and maintenance of office premises including fixtures and furniture’s, security access and ordering supplies
• Managing office purchases within company policy and office budget
• Planning and full execution of in office team events
• Deliver reliable, professional administrative support for 3 senior level executives as follows:
• Manage calendars to include meetings and travel bookings
• Reconcile expense reports and support with vendor management in Coupa 
• Planning, communication and event logistics for in-person team offsites
• Vendor Management including set up and ensuring accounts are reconciled in a timely manner
• Facilitate internal company celebration events, ensuring accomplishments and employee milestones are recognized
• Handle highly-confidential and/or sensitive information with discretion and tact
• Develop comprehensive plans for team offsite events including logistics, timelines and managing budgets. 
• Own and manage the calendar for critical meetings and bonding events, ensuring they occur with proper preparation and smooth logistics 
• Ensure seamless on-site execution, managing staff, vendors, and participant communication.
• Enable team to scale by ensuring no critical documents or processes fall through the cracks
• Bring a mindset for process improvement to all things, suggest more efficient ways to conduct core executive operations

This role does not:

• Support executives outside of professional requirements (no personal support)
• Report to Executives within the Life Sciences Team. You will report to the Executive Assistant Manager and work closely with the Executive Assistant team.

What You Will Bring to the Table:

• At least 7+ years prior experience in an administrative assistant role supporting SVPs and higher level Execs is highly valuable, especially if some of that experience is at larger companies (2,000+ employees) 
• World-class attention to detail: names are spelled correctly, time-zones are accurate, you proofread all your work by default.
• Professional and helpful: you are accessible yet appropriately distanced, you offer help proactively when needs arise without aggressively inserting yourself. You feel comfortable knowing when to make decisions without all the necessary input (“ask for forgiveness rather than permission”), and when to wait or escalate,
• Extremely well organized: you have a system to track key activities, you predict future needs and preempt them, you proactively follow up on all open items, no tasks fall through the cracks
• Fast response time, especially to requests from your Executives and when coordinating meetings with external parties
• Generally answer all direct Executive needs/questions within 4 hours between 8am and 6pm EST on work days
• Some responsiveness over evenings/weekends is expected (don’t ‘go dark’ from Friday 5pm to Monday 8am)
• On occasion, long hours, weekend work, and on-call support may be needed. Ideally these needs are seen in advance and can be discussed.
• Follow up with external parties regarding coordination/scheduling should happen within 12 hours (OK if meeting arrangement is not finalized, but must acknowledge request and start conversation same day)
• You understand and respect confidentiality