Office Manager and Executive Assistant

Job Title: Executive Assistant & Office ManagerLocation: North Billerica, MAJob Type: Full-Time in OfficeAbout Us:We are a dynamic organization seeking a highly organized, detail-oriented, and very personable individual to perform a combined role of Office Manager and Executive Assistant to the CEO (John Lert) & President (Rob Sullivan). In the Office Manager role, this person will be supporting the entire Alert Venture Foundry team by ensuring smooth day-to-day operations of our 22,000-square-foot space and helping to create a harmonious, efficient, and effective work environment. In the Executive Assistant role, this person will provide limited administrative support directly to the CEO.Office Manager Responsibilities: Office Operations: Ensure that the team has an adequate stock of all necessary supplies, including office supplies, snacks and beverages, coffee, etc.Be directly responsible for providing the daily lunch that we offer to team members in the office, including sourcing the meals and overseeing the preparation needed in the office.Roasting coffee for the team using our in-office roaster (and sourcing green beans as required), and for supplying the coffee-brewing station with these beans for use by the team.Coordinate the creation of team-member caricatures by facilitating the communication between the team member and the caricature artist.Act as a point of contact for internal employee queries and external stakeholder communications. Be proactive and communicate extensively with team members in order to anticipate and identify needs and problems as early as possible.Coordinate shipping and logistics needs, ensuring timely and efficient movement of goods in and out of the facility. Monitor and manage service safety programs, including compliance with regulations. Organize employee engagement events, such as work anniversaries, company lunches, and bi-annual parties. Assist with onboarding processes, ensuring smooth transitions for new and departing employees. Develop and enforce office policies, including safety protocols and employee handbooks. Oversee compliance with federal and state labor law requirements, including poster updates and employee training. Create and monitor budgets related to office supplies, employee costs, and events. Facilities Support: Act as the on-site contact for facilities management, such as alarm systems and shippingreceiving needs. Liaise with the landlord and external service providers to ensure the maintenance and upkeep of the workspace. Coordinate space planning activities, including space allocations and layouts. Coordinate with IT for technology setup for new hires and ongoing support for employees. Executive Assistant Responsibilities: Provide administrative support to John Lert and Rob Sullivan, including calendar management, expense reports, and board meeting coordination. Facilitate the planning and execution of company events, user meetings, and trade shows, including marketing materials, AV systems, and catering. Coordinate travel arrangements, including domestic and international itineraries.Provide assistance to CEO in management of personal affairs, including calendar management, bill paying, coordination with service providers, etc. Qualifications: Proven experience in office management, facilities management, or a related administrative role. Exceptional organizational skills with the ability to manage multiple priorities. Strong interpersonal and communication skills to interact with employees, vendors, and stakeholders. Knowledge of compliance and safety regulations for office environments. Ability to work independently and as part of a team, with a proactive and problem-solving mindset. Preferred Skills: Proven experience in successfully providing support services to individuals, teams, and organizations.Strong communication skills and an engaging personality.Ability to context-switch between many tasks and areas of responsibility.Careful attention to detail.Background in managing employee benefits, HR documentation, or insurance policies. Familiarity with event planning and vendor management. Technical understanding of IT and office technology setups. Experience coordinating travel, both domestic and international. Proficient Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint for document creation, collaboration, and workflow management. Why Join Us?:We offer a collaborative work environment with opportunities for growth and development. Join our team and be a key contributor to a culture that enables team members to achieve and grow beyond their expectations, both individually and collectively

Created: 2025-03-01