Job Description

Job Description

Are you an experienced Office Admin with a desire to excel? If so, then Talent Software Services may have the job for you! Our client is seeking an experienced Office Admin to work at their company in Cambridge, MA.

Primary Responsibilities/Accountabilities:

Team Management Support:

• Serve as the primary contact for all administrative needs of the team.
• Provide daily support, including purchasing goods and services, processing invoices, and managing expense reports.
• Order team supplies, new hire equipment, and event catering.
• Assist with new hire setup, including desk setup, and provide offboarding support when team members leave.
• Manage distribution lists, security groups, and team groups.

Team Calendar Management:

• Provide strategic calendar management and time planning support for the team.
• Coordinate team-wide calendar invites, including team meetings, morale events, and stakeholder meetings.
• Collaborate with executives' assistants to ensure key leaders are present at meetings.

Cohort Onboarding Planning and Execution:

• Lead logistics and coordination for team cohort onboarding.
• Communicate with new hires prior to starting and manage the ordering and shipment of new-hire equipment.
• Organize catering, room bookings, and onboarding week communications for new hires.
• Serve as the primary contact for questions and company information after onboarding.

Event Coordination and Logistics:

• Plan and support events, manage logistics, and contribute to team morale and dynamics.
• Handle logistics such as invitations, room booking, setup, and catering.
• Assist with onsite troubleshooting of audio-video and technical issues.
• May require the ability to lift up to 50 lbs.

Space Management and Planning:

• Lead space-management processes and manage team spaces, including office locations and desk assignments.
• Address and resolve high-level space requests and determine future space planning needs.
• Drive space changes based on utilization data and organizational changes.
• Typical Task Breakdown and Operating Rhythm
• The role consists of 5% meetings, 50% team admin support, 10% team calendar support, 20% event coordination, and 15% projects.
• Compelling Story & Candidate Value Proposition
• Join a close-knit and welcoming team culture, with a significant portion of the team early in their careers.
• Engage in various team-building activities, socials, and events, fostering a strong sense of community.
• Enjoy flexibility in your role, with free parking provided at the office, a significant perk given the city's location.

Qualifications:

• Years of Experience Required: 5 years of overall experience in the field.
• Degrees or Certifications Required: No degree is required to be eligible for this role.
• Minimum 5 years of experience with event planning (including office events).
• Minimum 5-7 years of experience with office productivity tools.
• Minimum 5 years of experience with calendaring.

Preferred:

• The ideal candidate is eager and proactive, requiring minimal direction.
• This is a busy role, so independence and knowledge of what to do are essential.
• Looking for someone with office management experience or entry-level admin skills, with strong time-management abilities and attention to detail.

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