Note: The job is a remote job and is open to candidates in USA. 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.
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
Skills
- 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 Overview
apiphani offers strategic & operational consulting, database management, and managed services. It was founded in 2018, and is headquartered in Boston, Massachusetts, USA, with a workforce of 51-200 employees. Its website is https://www.apiphani.io.Company H1B Sponsorship
apiphani has a track record of offering H1B sponsorships, with 5 in 2024, 1 in 2023. Please note that this does not guarantee sponsorship for this specific role.
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