Office Manager- Cambridge, MA
Our client has an R&D enterprise designed to bridge the gap between fundamental research and new product development. It has been launched withmandates to
(1) enhance the safety of automobiles, with the ultimate goal ofcreating a car that is incapable of causing a crash;
(2) increase access tocars to those who otherwise cannot drive, including those with disabilities
(3) helps translate outdoor mobility technology into products forindoor mobility;
(4) accelerate scientific discovery by applying techniquesfrom artificial intelligence and machine learning.
Our client believesartificial intelligence has significant potential to improve the quality oflife for all people, bringing ease, comfort and safety to all aspects of life.
Their high tech and highly developed Research Institute is seeking anexceptional Office Manager who will provide office and administrationassistance, while coordinating various projects for CAM site. As a memberof the Facilities Team you'll thrive on taking initiative and workingindependently while managing the environment and office experience of employeesand visitors. This high visibility role offers direct impact on company cultureand daily operations. Key components include employee/guest experience, vendormanagement, internal and external event support, collaboration with facilities,space-planning and partnership with administrative and IT functions.
Deliver a warm, professional and culturally sensitive guest experience
Manage conference room schedules and ensure rooms are dressed and ready for meetings, especially if there are large meetings that need to be refreshed from breakfast to lunch
Manage catering requests and setup for key meetings in coordination with the executive assistants and day porter
Lead on special events schedule and implementation of events for the Thursday social, key employee milestones, etc.
Coordinate NDA process for large scale meetings
Coordinate with executive assistants and communicate any special guest needs
Manage all services including the ordering of food and beverage, office supplies
Develop and maintain a system for mail and package services in coordination with reception
Maintain an updated vendor list to share as necessary with Facilities Team
Proactively review and negotiate contracts to ensure competitive pricing and delivery on scope of work in partnership with Facilities and Procurement
Ensure general cleanliness and appearance of the office (lobby, kitchen, conference rooms, bathrooms, and other common areas)
Ensure coffee equipment is functional and coordinate maintenance process
Coordinate with facilities to ensure the seating chart is updated and accurate on a timely basis
Maintain game table area--
Coordinate with facilities with the recycling program and shred services as needed
Partner with facilities to maintain the reception binder as needed
Coordinate, communicate and execute internal and external company events in collaboration with the administrative team
Partner with IT and Hiring Managers. Inclusive of space set up, nameplate, food program, site access, etc.
Ensure copiers, toner and paper supply are maintained
Process business card requests and ensure translation process occurs
Manage the receiving process in support of Finance and ensure proper tracking, etc.
Support administrative team with special event setup/breakdown and other logistics
Partner with Facilities to develop and roll out safety programs (emergency response, evacuation planning, etc.)
Provide additional support as needed on a timely and consistent basis
Oversee and submit invoices to Accounts Payable; partner with Accounts Payable to ensure proper payment of vendor invoices and requests
And other duties as assigned
At least, 3-5 years of office management experience with an emphasis on meeting and vendor management
Excellent written and verbal communication
Understands how to deliver amazing customer service whether to an employee or VIP visitor
Proven project management and organizational skills
Exhibit sound judgement when managing multiple competing priorities
Open to giving and receiving direct and constructive feedback
An extremely high sense of urgency and ability to work in fast-paced, ever-changing environment
Start-up experience a plus
Flexibility at times to support events that may occur during off hours
Must be able to lift items up to 20 pounds
Position requires overtime and weekend support
Prior events coordination a plus
Google suite SME is required