Copy of Office Manager/Executive Assistant

Required

• We need someone who:
• Treats the office as a product: You notice what's broken, low, or off before anyone else and fix it without being asked, and you take as much pride in the details of a Tuesday as in a flawless offsite.
• Runs operations like a business: You manage vendors, contracts, and spend with rigor, and you're comfortable being the person accountable for how the office runs.
• Executes cleanly, then anticipates: You take direction and follow it through accurately, and over time you get ahead of it: reviewing the week, spotting gaps in preparation, and surfacing conflicts before anyone asks.
• Thrives in ambiguity: Priorities shift, schedules change, and new work-streams appear. You treat these as puzzles to solve, not disruptions to endure.
• Operates across audiences: You're equally comfortable coordinating with building management, researchers, and senior external partners.
• Run day-to-day operations of the Boston office (supplies, kitchen and catering, mail and deliveries, seating, workspace upkeep) and keep improving processes, tooling, and space planning as the team grows
• Manage facilities vendors and the building management relationship, including contracts, service issues, and access and badging, and own the office and events budget, tracking spend and flagging variances
• Be the on-site point of contact and first face of the office for visitors, partners, and new hires, from desk setup and IT equipment coordination on someone's first day to the logistics and atmosphere of high-value partner visits
• Plan and run Boston office events, team socials, dinners, and offsites, from vendor sourcing to budget, with occasional travel (3 to 5 times a year) for events
• Manage the CSO's calendar and coordination on his direction: scheduling, briefing materials and agendas ahead of meetings, and tracking follow-ups and commitments afterward
• Coordinate the CSO's domestic and international travel, act as a point of contact for people seeking time with him, and provide backup coverage for other executive assistants