Office Manager, Boston

"Join our team and be part of something new! We're hiring for this role in our brand-new Brookline, Boston office-opening May 1st!"

Reporting to the SVP, Operations, the Office Manager (OM) will provide office management and executive administrative support to leaders in the Boston office. This role will coordinate logistics for the Pathology team, requiring an on-site presence to ensure business continuity, vendor management and aiding office visitors.

Job Responsibilities:

• Provide clerical and administrative support, including drafting letters, memos, reports, and other documents for the Executive Leadership Team (ELT).
• Manage and maintain ELT member's schedules including coordinating appointments, meetings and travel arrangements as needed.
• Support the establishment and ongoing administrative management of the Company's Scientific Advisory Board (SAB) by working with the legal team to issue and oversee contracts, as well as scheduling SAB meetings.
• Organize and facilitate meetings by preparing agendas, taking notes, recording minutes and tracking action items.
• Coordinate slide logistics for the Boston office staff in close collaboration with the Path Ops team Scottsdale.
• Manage vendor relationships, including acting as the primary liaison with FedEx for the Boston office.
• Handle incoming communications and memos on behalf of ELT members, assess their importance, summarize key points and distribute them to the appropriate staff.
• Foster a positive office culture and contribute to employee engagement efforts.
• Provide event planning and logistical support in partnership with Human Resources (HR).
• Collaborate with other administrative staff to ensure smooth and efficient office operations.
• Process and distribute incoming mail daily, in a timely and organized manner.
• Oversee relationships with office suppliers and manage vendor services that support the daily operations.
• Greet visitors, ensure they are comfortable, facilitate connections with the appropriate office personnel, and uphold visitor policies while maintaining welcoming and professional environment.
• Manage scheduling for conference rooms and communal spaces.
• Monitor office expenses, identify cost-saving opportunities, and oversee inventory and ordering of office and break room supplies.
• Serve as the primary point of contact with the building landlord to coordinate office maintenance and upkeep.
• Submit work orders, schedule office space and equipment repairs, and track completion.
• Maintain visitors logs and oversee badge access for contractors, vendors, and external personnel.
• Ensure the cleanliness and safety of all office spaces, including breakrooms, and conference rooms, addressing any maintenance needs as they arise.
• Implement and uphold workplace security measures, working with security vendors and IT to maintain a secure environment.
• Performs additional duties as assigned.

Knowledge, Skills & Experience:

• Minimum of 8-10 years' experience managing a small office, including support for key executives and/or physician staff.
• Experience in a start-up or high-growth environment preferred.
• Background in life sciences or large medical practice is highly desirable.
• Proficiency with Microsoft Office Suite or similar software, with the ability to quickly learn new systems.
• Ability to thrive in a fast-paced environment and manage multiple priorities effectively.
• Experience managing office facilities, contractors and vendors preferred.
• Strong written and verbal communication skills, with excellent grammar and attention to detail.
• Ability to handle confidential information with discretion and professionalism.
• Detail-oriented and highly accurate in work output.
• Adaptable and flexible; capable of adjust to shifting priorities and deadlines.
• Professional demeanor with strong interpersonal skills, fostering a positive work environment.
• Self-motivated and able to work independently, while also collaborating effectively within a team.
• Knowledge of office management systems and procedures to ensure efficient operations.
• Experience with travel coordination and expense management is a plus.

Education, Certifications & Licensures:

• High school diploma or equivalent required.
• Bachelor's degree in Business Administration or related field preferred.

Other:

• Combination of seated and standing work to complete the core functions of the role
• Must be able to lift up to 15 pounds at times.
• The position is based at the Company's Boston, MA regional office with an in-office requirement of five (5) days/week.

"Join our team and be part of something new! We're hiring for this role in our brand-new Brookline, Boston office-opening May 1st!"