Office Coordinator (Contract)

The Role:

 
ElevateBio is seeking an Office Coordinator for our Waltham office; this role will cover reception and provide administrative support for the Facilities and Engineering department. We are looking for a bright, energetic, and hospitable individual who is looking to work as a part of a close-knit team in a growing company.

Our expectation is that this position will continue to grow and evolve along with the company, and we are looking for individuals who feel comfortable working in an ever-changing environment where priorities may shift over time. Communication is of paramount importance with this role. This candidate should be polished and professional, having a high level of comfort interacting with all levels of management. This is a multifaceted role that covers the spectrum of visitor and employee experience both as the individuals enter, move through and work in the space and the development and continual progression of a collaborative corporate culture, including social and team building events and planning/facilitation of large and complex meetings. This is a hospitality centered role and, as such, the person in this position should have a helpful, can-do, happy to help, ask me anything attitude.

Here’s What You’ll Do:

• Oversee day-to-day office operations and procedures, including the visitor arrival process and visitor management system for the office. 
• Manage onboarding and offboarding process on behalf of the Facilities & Engineering team for two facilities in Waltham.
• Maintain the COI (Certificate of Insurance) program for all ElevateBio facilities, working closely with the Facility Managers to ensure compliance.
• Manage Food & Beverage and Office Supply programs for the facility.
• Aid in the coordination and support of meetings within our office space and supporting those hosted in the Conference Center.
• Various additional clerical and administrative tasks as needed, not limited to answering the office phone, responding to inquiries via email, filing and scheduling.
• Partner with a variety of team members to execute initiatives and events.
• Assisting with planning company events from start to finish, including budgeting and vendor selection, coordination, and management.
• Provide coordination support for meetings, as needed, including catering and IT assistance.
• Serve as a point of contact for administrative tasks for the Facilities department.
• Coordinate with IT department with office equipment requests and issues.
• Coordinate access to various supplies throughout the company.

Requirements:

• 3+ years previous administrative experience, with 1+ years of experience in a supervisory role preferred.
• Experience and comfort with a small biotech company environment preferred but not required.
• Must have strong ability to exercise sound judgment and professional maturity.
• Must be able to handle a high volume, fast-paced environment.
• Well organized, self-motivated handworker, very smart independent thinker, works well under pressure and deadlines, detail oriented.
• Must be able to work cooperatively as a team member.
• Excellent interpersonal and communication skills (both verbal and written) are a must.
• Ability to interact with internal and external contacts at all levels of management including Executives and Senior Management
• A thorough knowledge of word-processing and standard office equipment is required
• Must have advanced skills with MS Word, Excel, PowerPoint, Teams, and Outlook
• University degree appreciated, but not required.