Office Manager

The Office Manager will report directly to the COO and will be responsible for overseeing the daily administrative operations of the office and the CEO. The ideal candidate will be highly organized, proactive, and capable of managing multiple tasks efficiently. 

Responsibilities

• Provide support to the COO for operating activities and meetings. 

• Provide support to the CEO for Board of Directors (BOD) meetings and other administrative tasks. 

• Organize, plan, and execute company events and functions. 

• Schedule and maintain the company team meeting calendar. 

• Maintain and update company contact lists and mailing lists. 

• Assist in setting up direct bill accounts with vendors when necessary. 

• Collaborate with external vendors for office equipment, lab coats, and general office supplies. 

• File and maintain applications and company profiles for conferences, awards, and general marketing initiatives. 

• Partner with the COO to maintain and update office policies as needed. 

• Coordinate with the IT Consultant for office equipment maintenance and software needs. 

• Manage relationships with vendors, service providers, and the landlord. Work with Finance to ensure invoices are processed and paid on time and manage contract and price negotiations. 

• Conduct new hire orientation and provide ongoing support for onboarding processes. 

• Provide general support to visitors while they are in the office. 

• Ensure office efficiency by planning and executing equipment procurement, office setup and layouts, and office systems. 

• Perform review and analysis of special projects as assigned, keeping management properly informed of progress and outcomes. 

• Assist in recruiting staff by working with hiring managers to create job descriptions, posting job openings, screening resumes, scheduling interviews, and providing orientation and training to new employees. 

• Help meet office financial objectives by planning expenditures for office supplies and equipment, analyzing variances, and making necessary adjustments. 

• Monitor and maintain the office supplies inventory. 

• Maintain storage unit inventory. 

• Set up and coordinate Board meetings as needed. 

• Take on additional responsibilities as required. 

• Liaise with Finance and HR departments to ensure smooth office operations and compliance with company policies.  

Requirements

• A 2- or 4-year degree is desirable but not necessary. 

• Minimum of 5 years of experience as an Executive Assistant, Senior-level Administrative Assistant, or Office Manager. 
• The ideal candidate will possess the following:
• Proven office management, administrative, or assistant experience. 
• Excellent time management skills and ability to multi-task and prioritize work. 
• Attention to detail and problem-solving skills. 
• Excellent written and verbal communication skills. 
• Strong organizational and planning skills. 
• Ability to assist with travel logistics when required. 
• Proficiency in creating and maintaining Excel spreadsheets for various functions, including investor tracking. 
• Strong reporting skills. 
• Proficiency in Microsoft Office Suite, particularly Outlook email and Calendar. 
• Ability to manage executives’ schedules, calendars, and appointments. 
• Experience managing multiple and group calendars and scheduling meetings. 
• Proficiency in using meeting software such as Zoom, GoToMeeting, and Microsoft Teams. 
• Experience using online programs such as DocuSign for obtaining and tracking signatures. 
• Experience using online document/file sharing programs such as DropBox or SharePoint. 
• Ability to act as the point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.