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apiphani · 1 day ago

Office Administrator/Executive Assistant

Boston

Full-time

Onsite

Entry, Mid Level

$65K/yr - $75K/yr

Apiphani is a technology-enabled managed services company focused on supporting mission-critical enterprise workloads. They are seeking a highly organized and proactive Office Administrator / Executive Assistant to ensure smooth daily office operations and provide executive support to the leadership team.

ConsultingDatabaseInformation ServicesInformation Technology

H1B Sponsor Likely

Responsibilities

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

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

Assist in organizing conferences and exhibitions

Coordinate printed materials and branded giveaways

Track deadlines and delivery logistics for events

Qualification

Office AdministrationCalendar ManagementTravel CoordinationMicrosoft Office SuiteSharePointEvent CoordinationVendor ManagementMultitaskingCommunication

Required

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

Benefits

Medical/dental/vision - 100% paid for employees, 50% paid for dependents

Life and disability - 100% paid for employees

401K - 3% contribution, no employee contribution necessary

Education and tuition reimbursement - up to $50K annually

Employee Stock Options Plan

Accident, critical illness, hospital indemnity benefits offered through our providers

Employee Assistance Program

Legal assistance

Paid Time Off - up to 6 weeks per year

Sick Leave - up to 2 weeks per year

Parental Leave - up to 12 weeks

Company

apiphani

apiphani offers strategic & operational consulting, database management, and managed services.

Founded in 2018

Boston, Massachusetts, USA

51-200 employees

https://www.apiphani.io

H1B Sponsorship

apiphani has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2024 (5)

2023 (1)