Office Operations Administrator

4 weeks ago

Boston, United States Monte Rosa Therapeutics Inc. Full time

Overview

We seek an experienced, highly motivated, and enthusiastic office operations coordinator / executive assistant to join our rapidly growing team. Working both collaboratively and independently, s/he enables the company to function well and facilitates efficient and effective department workflow across multiple office sites. This person will support the administrative needs of leadership team members.

The ideal candidate will have at least 3-5 years of operations experience, proven organizational, administrative, and interpersonal skills, as well as experience working with senior executives. Experience within the Life Sciences, or other fast-paced industry is preferred. This role will be based in our Boston Location.

Responsibilities

* Analyze and monitor internal processes and suggest/implement procedural and policy changes to improve operational efficiency
* Design and implement office policies and procedures
* Manage vendor relationships and handle office vendor billing management
* Coordinate/oversee day-to-day office operations including but not limited to maintaining office & kitchen supplies, conference rooms, & common areas, manage lunches/catering
* Point of contact for building security, including registering guests /visiting parties; meeting space inquiries; and answering main office phone
* Manage building maintenance requests
* Oversee shipping needs for Boston site including, signing for deliveries, distribute mail, and international overnight shippments.
* Ensure synergies between Basel and Boston office operationally and with employee experiences
* Assist with various meeting/event planning including but not limited to offsites, all hands, leadership meetings (booking conference rooms, group reservations, catering, and other logistics)
* Proactively anticipate the administrative support needs of a member(s) of the executive leadership team by providing administrative assistance as requested, including calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex internal and external executive meetings
* Assist in the development and organization of support materials for meetings and conferences. (e.g. presentation slides, excel files, reports, etc.)
* Arrange travel schedules and reservations leadership as needed as well as expense reconciliation and reporting for leadership
* Partner with People Experience Operations with various employee experience projects
* Collaborate and coordinate with internal team members to create an extraordinary employee and visitor experience at Monte Rosa Therapeutics
* Proactively anticipate the office operations and administrative support needs of the Boston Office as well as prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner

Qualifications

* Bachelor's degree preferred or commensurate experience in an operations or administrative role required
* At least 3-5 years of office operations experience in a Life Sciences -related or professional organization preferred
* Collaborative work style; ability to work well in a team environment
* Anticipate questions and organizes priorities. Proactive in all areas of work
* Technology savvy with a strong knowledge working with Microsoft Office
* Strong organizational skills with great attention to detail
* Strong multi-tasking and prioritizing skills with the ability to set and meet deadlines
* Excellent written and verbal communication skills
* Strong interpersonal skills with a customer service focus
* Ability to work independently and as part of a team
* Maintain a strong work ethic

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