Executive Assistant/Office Manager

3 weeks ago

Marlborough, United States XL Batteries Full time

XL Batteries – Executive Assistant/Office Manager

Position:     Executive Assistant/Office Manager

Location:        Marlborough, MA

Reports to:    CEO

Role Description

XL Batteries, a Massachusetts-based development stage company focused on long duration energy storage, is growing our team with the addition of an Executive Assistant & Office Manager. We need the right someone to ensure our office space and environment operates in a friendly, professional and safe manner on a daily basis.

This is an onsite opportunity in our Marlborough office. Based on the individual, this could be either a part time (at least 25 hours per week) or full-time opportunity.

The Executive Assistant/Office Manager will provide direct administrative support to the executives of the company as well as maintain day to day office operations. The Executive Assistant/Office Manager maintains office operations by receiving and distributing communications, maintaining supplies and equipment, picking-up and delivering items, and assisting other departments with administrative tasks. This position requires leadership qualities such as adaptability, flexibility, dependability and accountability. Much of the work is self-appointed and requires a high degree of professional independence, initiative and self-discipline.

Responsibilities

  • Performs reception services by acting as first point of contact into the company.
  • Managing office/kitchen & Lab supplies and inventory. First point of contact with the landlord and other office related vendors.
  • Operates and troubleshoots office equipment such as telephones, conference room AV, copiers/printers, postage machine and other equipment found in facility;
  • Manage relationships with services providers, address any needs/issues that may arise
  • Assist other departments with administrative tasks
  • Organizing and scheduling meetings and appointments
  • Maintaining and organizing company documents, including contracts and legal documentation.
  • Managing process flow of grant applications.
  • Handle confidential information in a professional and discreet manner.
  • Conducting employee onboarding and orientation. Work with HR to grow into other administration tasks such as maintaining employee files, managing time-off requests and tracking attendance.
  • Also, grow into assisting with managing employee benefits programs including responding to employee inquiries regarding benefits.
  • Monitor IT issues and escalate to appropriate internal or external support teams as needed.
  • Organizing company events, workshops, and training sessions.

Qualifications

  • Associates Degree or combination of experience and training required
  • 3-5 years of experience with increasing levels of responsibility in administrative duties in an office environment, start-up companies are a plus
  • Proficient with Office 365 and Mac operating systems
  • Prior experience coordinating domestic/international travel
  • Ability to multitask and prioritize daily workload
  • High level written and verbal communication
  • Ability to function independently as well as effectively within a team

Position Requirements

  • All considered candidates MUST have authorization to work in the US
  • Must be proficient in English

NO agencies please

About Us

XL Batteries is a Massachusetts-based development stage company focused on long duration energy storage at the grid level. We are a growing, highly collaborative team currently developing a new chemistry for flow batteries at utility scale in our laboratory in Marlborough, MA. Our mission is to enable grid sustainability.

XL Batteries is an equal opportunity employer. We offer competitive salary and benefits, including healthcare, dental, vision, and a retirement plan.

About Our Location

Marlborough, MA is a beautiful small city in central Massachusetts, surrounded by quaint Massachusetts towns and within day-trip distance of the Berkshires, White Mountains, and Cape Cod. For those who prefer a more urban lifestyle, we are located directly off I-495 within easy commuting distance of Boston and Cambridge (30-40 minutes), Worcester (25 minutes), Nashua, NH (45 minutes) and Providence, RI (50 minutes).

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