Office Administrator/Executive Assistant

Apiphani is a technology-enabled managed services company dedicated to redefining what it means to support mission-critical enterprise workloads. We're a small but rapidly growing company, which means there's lots of room for growth and learning opportunities abound! Apiphani is dedicated to creating a diverse and inclusive work environment for all as a fundamental component of our business. Diversity and inclusion are the bedrock of creativity and innovation. Without diversity of experience and thought, we would fail to progress as a company and as a team. Apiphani strives to foster an environment of belonging, where every employee feels respected, valued, and empowered. We embrace the unique experiences, perspective, and cultural background, which only you can bring to the table. We are looking for a highly organized and proactive Office Administrator / Executive Assistant (70% / 30%) based in Boston to ensure smooth daily office operations while providing partial executive support to the leadership team. This role is not a progression into a full-time Executive Assistant position. Instead, it is a combined role where the primary focus (approximately 70%) is on office administration and operations, with around 30% of responsibilities dedicated to Executive Assistant support for senior leaders. The ideal candidate is detail-oriented, reliable, an excellent communicator, and able to manage multiple priorities while serving as a key operational point of contact for the Boston office.

Key Responsibilities

Office Administration & Operations (70%)

• Visit the office twice a week (or more frequently if required) to monitor office needs, including supplies (water, beverages, snacks), and place orders.
• Manage procurement of office supplies, stationery, and operational materials.
• Check the company mailbox, collect correspondence, scan documents, and distribute them to relevant stakeholders.
• Act as the primary local point of contact in Boston for building management, landlords, and office-related vendors.
• Manage office access and security processes, including issuing access cards, maintaining access lists, and coordinating access for new hires and visitors.
• Own all communication with the new building, including access, safety, and operational matters.
• Support office relocation activities, including vendor coordination, meetings related to furniture, AV systems, office security, budget coordination, and redistribution of furniture from the previous office.
• Oversee fire drill coordination and compliance with building regulations.
• Book meeting rooms and coordinate catering for internal meetings.
• Manage welcome boxes for new hires and oversee vendors for Apiphani branded merchandise and swag in the US and EU.

Executive Assistant Support (30%)

• Manage calendars for 6+ senior leaders across multiple time zones.
• Coordinate travel logistics including flights, hotels, and ground transportation.
• Prepare and refine presentations and manage documents in SharePoint.
• Act as a liaison between leadership and the Associate Chief of Staff.
• Support quarterly client meetings, on-site visits, and client events.

Marketing & Events Support

• Assist in organizing conferences and exhibitions.
• Coordinate printed materials and branded giveaways.
• Track deadlines and delivery logistics for events.

Requirements

• Based in Boston with ability to visit the office at least twice a week.
• Previous experience as an Office Administrator, Office Manager, or Executive Assistant.
• Strong organizational and multitasking skills.
• Experience managing executive calendars and travel.
• Proficiency in Microsoft Office Suite and SharePoint.
• Experience working with vendors and organizing events.
• Excellent communication skills and high level of discretion.

Base Salary €65.000—€75.000 EUR Company Benefits

• Medical/dental/vision - 100% paid for employees, 50% paid for dependents
• Life and disability - 100% paid for employees
• 401K - 3% contribution, no employee contribution necessary
• Education and tuition reimbursement - up to $50K annually
• Employee Stock Options Plan
• Accident, critical illness, hospital indemnity benefits offered through our providers
• Employee Assistance Program
• Legal assistance
• Paid Time Off - up to 6 weeks per year
• Sick Leave - up to 2 weeks per year
• Parental Leave - up to 12 weeks

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