Office Manager 2018-03-07T20:11:31+00:00

Office Manager

Job Summary

Our busy, rapidly growing, get-it done, research-focused office needs a professional, adaptable, reliable, efficient, and well-organized Office Manager to handle our growth and day-to-day operations. The Office Manager will be responsible for overall front office activities, including the reception area, mail, purchasing requests, facilities and some HR activities. Additionally, the Office Manager will serve as executive administrative assistant to the CEO and CSO, and will be responsible for streamlining administrative procedures for the whole company. The candidate should be an energetic professional who can handle a fast-paced environment and doesn’t mind wearing multiple hats. This position will include advancement opportunities for the right candidate as well as full benefits and incentive stock options.

Job Responsibilities


  • Calendar Management – manage executive calendars; act as a gatekeeper – prioritize, coordinate schedules, set up meetings and appointments
  • Develop and maintain organizational procedures and systems for the company including filing systems, archiving of key documents and business operations
  • Coordinate Board of Director’s and Scientific Advisory Board meetings – venue, travel and lodging for board members
  • Organize and attend internal meetings upon request to act as the meeting secretary taking minutes and tracking action items
  • Order office supplies and maintain office equipment; organize service contracts
  • Coordinate domestic and international travel – transportation (ground and air), book hotels
  • Manage and prepare expense reports for executives
  • Greet visitors and manage reception area

Human Resources

  • Schedule interviews coordinating candidate and interview team schedules; provide company information including directions to the site, list of interviewers, schedule seminars (scientific staff only)
  • Develop new hire onboarding/orientation process
  • Track vacation and sick time – establish a process for reporting paid time off, provide quarterly reports to managers/finance
  • Benefits administration – coordinate changes to employee benefits as requested
  • Maintain positive relationships with all levels of employees; act as the information center for the employees while maintaining/creating a positive company culture


  • Accounts payable – match invoices to shipping voucher, process payment requests and review expense reports ensuring expenses comply with company policy
  • Coordinate administrative requirements for NIH grants including grant submission, progress reporting and renewal filing


  • Manage company phone system – assign phone numbers to new hires, order equipment, liaise with IT vendor
  • Update company website and LinkedIn site with relevant press releases, company news (new hires) and scientific publications
  • Maintain and archive software licenses


  • Manage space planning requests – new hire offices, meeting room reservations
  • Provide shipping and receiving support for laboratory – overnight shipping packages, courier services, etc.


  • Associate degree required (B.A. or B.S. preferred)
  • 3+ years of administrative experience
  • Prior experience as an Office Manager
  • Proficiency in Microsoft Office suite
  • Experience with scheduling, budgeting
  • Advanced computer skills
  • Supply management experience
  • Excellent written and verbal communication skills
  • Comfort with fast-paced environment
  • Are you intrigued by entrepreneurship? Good. We need someone with a passion for working in a dynamic and spirited environment
  • You’ll have a lot of responsibility on your shoulders; so we need someone of high integrity who is flexible, dependable, responsible, and empathetic
  • You must be a thorough, self-aware worker who is able to recognize errors when made, and takes the necessary steps to correct them
  • You should be a motivated self starter with a strong work ethic

Working Conditions

  • This is an office-based position. Travel will not be required


  • Reports To: President & CEO
  • Department: Executive Leadership
  • Job Location: Cambridge, MA​
  • Base: ​​Office​