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Innoviva Specialty Therapeutics, Inc. · 1 week ago

Office Manager and Administrative Assistant

Waltham, MA

Full-time

Hybrid

Mid Level

$60K/yr - $80K/yr

4+ years exp

Innoviva Specialty Therapeutics, Inc. is a biopharmaceutical company focused on developing innovative solutions for patients and healthcare providers in Critical Care and Infectious Diseases. They are seeking a detail-oriented Office & Administrative Coordinator to support office operations, manage vendor relationships, and assist with various administrative tasks in a fast-paced environment.

BiotechnologyMedicalTherapeutics

Responsibilities

Order weekly groceries and restock snacks and beverages multiple times per week

Manage bi-weekly Amazon orders for office supplies and snacks

Coordinate weekly Wednesday lunches in partnership with the on-site chef

Maintain office organization and functionality, including supply replenishment, minor maintenance, and ad-hoc requests

Collect and distribute mail multiple times per week

Assist with copying, printing, and shipping needs

Serve as the main point of contact for building management, regarding repairs, cleaning, and facilities issues

Communicate office updates and ensure timely resolution of issues

Oversee facility-related vendors (Iron Mountain, Shred-IT, Foliere, Creative Office Pavilion), including scheduling, pickups, inventory, and coordination

Manage Certificates of Insurance (COIs), Purchase Orders (POs), and invoice and office expense tracking

Provide contract, conference, and special project support; assist with occasional travel bookings

Collaborate as part of a dynamic Executive Assistant team

Provide backup coverage for Executive Assistants during absences

Offer ad-hoc calendar, administrative, and operational support to the leadership team as needed

Support internal office projects and event logistics as needed

Coordinate meals and logistics for internal meetings

Assist with planning and executing company-wide events and celebrations

Arrange logistics for internal and external visitors, including conference rooms, office space, hotel accommodations, meals, and meeting materials

Qualification

Office coordinationVendor managementMicrosoft OfficeOrganizational skillsMultitasking abilitiesCommunication skillsProblem-solving skillsConfidentialitySelf-motivatedFlexibility

Required

High School Degree or GED required

4+ years of experience in administrative, office coordination, and/or facilities support roles

Excellent organizational, problem-solving, and multitasking abilities

Strong communication and interpersonal skills

Proficiency in Microsoft Office and comfort with office management tools

Ability to work independently and onsite three days per week (Tuesday–Thursday), with remote work generally on Monday and Friday

Occasional Monday or Friday on-site presence as needed to support facility operations

Availability to attend at least six evening events per year as needed

Ability to maintain a high degree of confidentiality and discernment

Self-motivated, assertive, and confident, with the ability to act with urgency and initiative

Flexibility in managing workflow in a fast-paced, multi-tasking environment

Preferred

Experience coordinating vendors and managing office logistics

Company

Innoviva Specialty Therapeutics, Inc.

Innoviva Specialty Therapeutics, Inc., a subsidiary of Innoviva, Inc., is a biopharmaceutical company focused on developing innovative solutions for patients and healthcare providers in the fields of Critical Care and Infectious Diseases.

Founded in 2023

Waltham, Massachusetts, USA

51-200 employees