Office Manager / Administrative Support

Boston, MA / Corporate / Part - Time / On-site

About the role

This role has two main functions. First, you will manage the office at Onum’s corporate headquarters in Boston. Second, you will provide administrative support to both local and overseas teams.

This is a dynamic position that requires strong multitasking skills, attention to detail, and an individual who thrives in a dynamic startup environment. This position, based in our Boston office (downtown Boston) will require part-time office presence.

Key Responsibilities

Office Management:

Own all aspects of office operations and be a key point of contact for our US team:

• Oversee the day-to-day operations of the office, ensuring a clean, organized, and professional work environment.
• Manage and maintain shared spaces and assets, like conference rooms, videowalls, demo rooms, etc..
• Manage office & kitchen supplies, inventory, and equipment maintenance, ensuring availability and functionality
• Build and maintain positive relationships with internal and external stakeholders, including team members, vendors, service providers (cleaning) and building management
• Greet office visitors
• Accept and sort all incoming office mail, ensuring it is promptly routed to the appropriate recipients.

Employee Experience:

• Coordinate office activities and events (e.g. internal socials, marketing events, etc.) including setup and catering vendors
• Assist with onboarding of new employees
• Address employee inquiries and concerns promptly and professionally.

Administrative Support:

• Provide comprehensive administrative support to the executive team and other departments as needed
• Support on the tracking of administrative expenses
• Coordinate and supervise administrative tasks, including record-keeping, filing systems, and document management.

Travel Coordination:

• Assist employees with the arrangement of domestic and international travel for team members, including flights, accommodations, and transportation.
• Management of company’s facilities for lodging overseas visitors (availability, cleaning, supplies, …)

Executive Assistant Responsibilities

• Provide high-level support to both local and overseas executive team.
• Act as a liaison between the executives and other team members to ensure clear communication and alignment.
• Handle confidential information with discretion and always maintain the highest level of professionalism

Requirements

The successful candidate will have a proven track record in this area, in similar organizations and be able to work in a fast-paced, dynamic environment.

What You Need…

• Associate or bachelor’s degree preferred
• Proven experience as an office manager, preferably in a startup environment, combining administrative assistance responsibilities to C-level executives.
• Ability to adapt and thrive in a fast-paced and rapidly changing startup environment, including the ability to adapt quickly and work efficiently with new platforms and technologies. / Computer proficiency in Microsoft PowerPoint, Word and Excel.
• Affinity for multi-tasking, being attentive to detail, and managing competing priorities.
• Strong time management, organizational, and interpersonal skills.
• Demonstrated ability to communicate effectively with all levels of an organization.
• Ability to handle a wide range of administrative/executive support-related tasks with limited supervision.

Preferred Qualifications:

• Bilingual in English/Spanish.

Compensation

For the right candidate, we'll offer:

• Salary compensation, part-time, $ 26,000 / Year
• Likely evolution to full-time employment in 12-18 months
• Paid vacation, holidays, and sick leave
• Great culture and environment that respects your work-life balance.
• Work in a cool and vibrant space at the heart of Boston.

This job description is intended to describe the general nature of work being performed by the individual who assumes this role, not an exhaustive list of responsibilities. Duties, responsibilities, and activities may change at any time, with or without notice, as business needs dictate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Onum is an equal opportunity employer, dedicated to creating a workplace that is free of harassment and discrimination. We base our employment decisions on business needs, job requirements, and qualifications — that's all. We do not discriminate based on race, gender, religion, health, personal beliefs, age, family or parental status, or any other status. We don't tolerate any kind of discrimination or bias, and we are looking for teammates who feel the same way.