Position Description
The Business Operations Associate in Boston will work with the Business Operations Team to handle many day-today aspects of office administration, including but not limited to answering the telephone, greeting guests (including clients and managers), maintaining an organized office space (including all common areas and conference rooms), ordering supplies and filing documents. In addition, this individual will help execute office improvement projects and coordinate our end-of-year event.
As a fast growing, 350+ person company, we seek someone who is motivated, a self-starter, adaptable and comfortable working on a small team in a fast-paced, entrepreneurial environment.
General Office Support:
• Manage the front desk and reception area. Answer the main phone line, greet guests and coordinate incoming and outgoing mail
• Manage calendars for the conference rooms and resolve any scheduling conflicts
• Prepare the office and logistics for external and internal meetings, including managing catering, ensuring meeting rooms are “client ready”, preparing any audio-visual needs and coordinating dial-in details for virtual meetings
• Coordinate with the building’s security to ensure all guests are registered
• Ensure the office common areas are neat and professional looking, including emptying the dishwasher, cleaning out and restocking the refrigerators, and keeping the supply area organized and clean
• Proactively maintain office snacks and provisions, understanding team preferences and aligning ordering with office budgets
• Oversee deliveries, building service requests and building management. Work with the building management team to resolve any office related issues (e.g., ensure items are repaired or light bulbs are replaced)
• Coordinate with the Finance Team to process and track vendor invoicing
• Assist the People Team with preparation for new team members such as scheduling badge appointments, adding meetings to outlook calendars and other onboarding tasks as requested
• Assist team members with administrative tasks, such as booking conference rooms and binding documents for meetings with clients, prospective clients, and other external individuals
• Assist the Business Operations Team with various business initiatives and projects, such as planning team events and supporting end-of-year events
Leadership Support:
• Provide general administrative support, including, but not limited to managing complex calendars, booking conference rooms for internal and external meetings both in person and virtual, set up conference calls and video conference meetings, etc.
• Prioritize Outlook calendar management, proactively inform of meeting changes and ensure s stay on schedule throughout the day
• Coordinate all aspects of domestic/international travel (air, ground, and lodging) and meetings (e.g., meeting rooms, transit etc.) and ensure the Partners are prepared for meetings (e.g., have the necessary materials)
• Manage payment and tracking of meeting and itinerary changes
• Track business expenses and prepare expense reports
• Organize logistics for travel and meetings (e.g., conference registrations, meeting rooms, cabs, transportation, etc.) and ensure the Partners are prepared for meetings (e.g., have the necessary materials)
• Utilize effective judgement in handling mail, email, correspondence, confidential material and requests
• Escalate important and urgent items for appropriate action as needed
• Register for conferences and networking events in a timely manner Key responsibilities may be assessed and are subject to change from time to time based on the needs of the business.
•The individual may be required to work overtime as needed.
Additional responsibilities include:
• Responsible for ensuring all information security processes, policies and procedures are adhered to and any issues or concerns are raised with the Cyber Security team
• Ensure full compliance with all local data protection regulations and privacy controls, and any related issues are raised via the appropriate channel Qualifications / Attributes
• 2-4+ years of professional experience
• Very strong organizational and administrative skills in a fast-paced environment • Ability to manage multiple tasks at once
• Excellent attention to detail
• High degree of professionalism and interpersonal skills
• High proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Comfortable working with databases and entering data with a high degree of accuracy
• Strong customer service skills including professional telephone etiquette
• Team player who is willing to do whatever it takes to contribute to the success of the business
• Relevant experience is preferred but not required
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