Office Administrator/Executive Assistant

We are looking for a highly organized and proactive Office Administrator / Executive Assistant (70% / 30%) based in Boston to ensure smooth daily office operations while providing partial executive support to the leadership team.

This role is not a progression into a full-time Executive Assistant position. Instead, it is a combined role where the primary focus (approximately 70%) is on office administration and operations, with around 30% of responsibilities dedicated to Executive Assistant support for senior leaders.

The ideal candidate is detail-oriented, reliable, an excellent communicator, and able to manage multiple priorities while serving as a key operational point of contact for the Boston office.

Key Responsibilities

Office Administration & Operations (70%)

• Visit the office twice a week (or more frequently if required) to monitor office needs, including supplies (water, beverages, snacks), and place orders.
  • 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, and coordinating access for new hires and visitors.
  • Own all communication with the new building, including access, safety, and operational matters.
  • Support office relocation activities, including vendor coordination, meetings related to furniture, AV systems, office security, budget coordination, and redistribution of furniture from the previous office.
  • 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.

Executive Assistant Support (30%)

• 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.

Marketing & Events Support

• 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.