Administrative Assistant/Office Coordinator at Applied Invention LLC

Cambridge, Massachusetts, United States -

Full Time

Start Date

Immediate

Expiry Date

04 Sep, 26

Salary

35.0

Posted On

06 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Executive Administrative Support, MS Office Suite, Google Applications, Calendar Management, Vendor Management, Visitor Coordination, Project Management, Time Management, Written Communication, Verbal Communication, Multi-tasking, Customer Relations, Budget Management, Facility Maintenance, Event Planning

Industry

IT Services and IT Consulting

Description

Applied Invention is a multi-disciplinary innovation company that partners with corporations to design and build new technologies to help them grow and adapt to rapidly changing environments. We are a group of experienced technologists that have especially strong skills in building complex systems that incorporate data analytics, artificial intelligence, cloud computing, machine learning, distributed sensors, robotics and data visualization. We work at the speed of a startup, with quality that comes from years of working together as a cohesive team. Our relationships with our partners, primarily Fortune 1000 companies, are confidential and encompass a broad range of industries including agriculture, transportation, manufacturing, information technology, energy, medical and healthcare. If you are a self-starter who shares our passion for solving problems that matter, for pushing the limits of what’s possible, and for asking hard questions, we want to meet you. DESCRIPTION The Office Coordinator is a hands role, responsible for general office operations to ensure that employees and visitors have a positive Applied Invention experience. Provide executive administrative support to key leaders and general administrative support to the organization. Under the guidance of HR & Operations, ensures the smooth running of the facility. POSITION RESPONSIBILITIES * Reporting to HR and Operations, and collaborating with IT and facilities to establish and maintain protocols to ensure professional running of the Boston office and maintaining the facility in an exceptional working order. * General office administrative duties including: visit coordination, conference room calendaring, managing demo calendar, parking and NDA management, preparing conference rooms for video conferencing calls, incoming and outgoing mail etc. * Support internal and external meetings including scheduling, invites, food and other logistics as needed. * Managing the visitor experience including: answering the main company phone line and greeting all visitors ensuring that they are properly welcomed and sign in (including NDA’s) and badging. * Ensure daily, weekly, and recurring office maintenance in such a way that it supports a high-level experience for visitors and employees alike including: morning set up and kitchen readiness, maintaining cleanliness of the common office areas, conference rooms and kitchens, supply ordering and stocking, plant maintenance etc. * Coordinate efforts regarding space construction and renovation, moves & rearranges, seating plans and arrangements etc. * Coordinate with building management/landlord regarding building related issues, concerns and needs including: lease agreements on parking, maintenance and repairs. * Supply ordering and vendor relationship management, working closely with the Director, Operations on contractual relationships and budget management. * Supporting Seattle office administrative duties/vendor relationships * Work with Burbank Admin team and HR to support company internal events such as holiday party and team outings. * Providing backup executive administrative support. * Act as liaison for HR as needed. * Act as liaison and general administrative support as needed for other companies in the building. * All other duties as assigned. SKILLS/QUALIFICATIONS * BA/BS in business or related field preferred. * Minimum of 3-5 years’ experience in an office and executive administrative support role. * Advanced skills in MS Office Suite & Google applications in a business environment. * Excellent written and verbal communication skills. * Proactive self-starter, who is flexible and willing to help wherever needed. * Professional demeanor and phone manner. * Demonstrated ability to multi-task and prioritize. * Exceptional organizational as well as project and time management skills. * Proven ability to exercise good judgment. * Proven collaborator at all levels of an organization. * Excellent customer relations skills. Applied Invention is an Equal Opportunity Employer. We are committed to fair and equitable compensation and thoughtfully consider a wide range of factors when determining individual compensation including skills and experience. The expected rate of pay for this role is between $25-35.

Responsibilities

Manage general office operations, facility maintenance, and visitor experiences to ensure a professional environment. Provide administrative and executive support to key leaders and collaborate with HR and IT for office protocols.