apiphani

Office Administrator – Executive Assistant

apiphani

full-time

Posted on:

Location Type: Hybrid

Location: Boston • Massachusetts • 🇺🇸 United States

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Salary

💰 $65,000 - $75,000 per year

Job Level

Mid-LevelSenior

About the role

  • Visit the office twice a week (or more frequently if required) to monitor office needs.
  • Manage procurement of office supplies, stationery, and operational materials.
  • Check the company mailbox, collect correspondence, scan documents, and distribute them to relevant stakeholders.
  • Act as the primary local point of contact in Boston for building management, landlords, and office-related vendors.
  • Manage office access and security processes, including issuing access cards, maintaining access lists.
  • Own all communication with the new building, including access, safety, and operational matters.
  • Support office relocation activities, including vendor coordination.
  • Oversee fire drill coordination and compliance with building regulations.
  • Book meeting rooms and coordinate catering for internal meetings.
  • Manage welcome boxes for new hires and oversee vendors for Apiphani branded merchandise and swag in the US and EU.
  • Manage calendars for 6+ senior leaders across multiple time zones.
  • Coordinate travel logistics including flights, hotels, and ground transportation.
  • Prepare and refine presentations and manage documents in SharePoint.
  • Act as a liaison between leadership and the Associate Chief of Staff.
  • Support quarterly client meetings, on-site visits, and client events.
  • Assist in organizing conferences and exhibitions.
  • Coordinate printed materials and branded giveaways.
  • Track deadlines and delivery logistics for events.

Requirements

  • Based in Boston with ability to visit the office at least twice a week.
  • Previous experience as an Office Administrator, Office Manager, or Executive Assistant.
  • Strong organizational and multitasking skills.
  • Experience managing executive calendars and travel.
  • Proficiency in Microsoft Office Suite and SharePoint.
  • Experience working with vendors and organizing events.
  • Excellent communication skills and high level of discretion.
Benefits
  • Medical/dental/vision - 100% paid for employees, 50% paid for dependents
  • Life and disability - 100% paid for employees
  • 401K - 3% contribution, no employee contribution necessary
  • Education and tuition reimbursement - up to $50K annually
  • Employee Stock Options Plan
  • Accident, critical illness, hospital indemnity benefits offered through our providers
  • Employee Assistance Program
  • Legal assistance
  • Paid Time Off - up to 6 weeks per year
  • Sick Leave - up to 2 weeks per year
  • Parental Leave - up to 12 weeks

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
office administrationcalendar managementtravel logisticsevent organizationprocurementdocument managementvendor coordinationcompliancepresentation preparationmultitasking
Soft skills
organizational skillscommunication skillsdiscretionliaisoncoordinationleadership supportattention to detailproblem-solvinginterpersonal skillstime management