Office Manager

About the Role:

We seek a highly organized, motivated, and adaptable professional to coordinate administrative activities and office operations for Superluminal Medicines (SUN). This role supports the Operations department with all the company’s administrative tasks at our office in Boston, MA. The successful candidate will be responsible for providing administrative support to the SUN team and assisting with the day-to-day operations of the company.

Responsibilities:

On-site Administrative Support:

• Handle all on-site administrative supply ordering, tracking, and distribution
• Coordinate visitor logistics: conference room booking, arrivals, badge creation, parking arrangements, escorting to their meeting location, food ordering/ deliveries, etc.
• Manage team-wide transportation purchasing, reimbursement, and pass creation
• Collect and distribute all mail/packages to appropriate departments and manage outgoing mail as needed
• Oversee daily office operations to ensure a smooth, efficient, and welcoming workplace
• Serve as primary point of contact for office-related inquiries and issues
• Maintain office systems and supplies – Manage filing systems, inventory of supplies, and procurement of equipment.
• Managing tagging of company assets and keeping documentation up to date

Business Operations:

• Collaborate with SUN teams to identify and address administration needs
• File expense reports and keep purchasing records

People Operations:

• Maintain human resource documentation as part of the onboarding process
• Support onboarding and offboarding by coordinating workspace, equipment, scheduling meetings, giving tours etc.
• Plan company events in their entirety, ordering food, coordinating logistics and acting as company liaison
• Manage relationships with vendors (Apex), service providers, and the building concierge

Qualifications:

• Bachelor's degree in Business Administration, Human Resources, or a scientific field related to SUN’s mission (biology, chemistry, pharmaceutical sciences, etc.) or relevant years of industry experience
• Minimum of 2 years of experience in administration support or an operations role
• Excellent organizational, time management, and multitasking skills.
• Strong interpersonal and communication skills, with the ability to build relationships and work effectively with people at all levels of the organization.
• Proficient in Microsoft Office Suite and Google Docs/Sheets/etc.
• Demonstrated ability to handle confidential information with discretion