JVT Advisors Office Manager/Receptionist in Waltham, Massachusetts

Seeking an Office Manager / Receptionist in our headquarters to help us with our rapid growth. This position provides an opportunity to participate in a fast-growing entrepreneurial company that is bringing its proprietary technology into clinical service. The Office Manager provides administrative/reception services and assistance, of moderate complexity, requiring significant latitude of independent judgment and discretion on a frequent basis.

This individual will be responsible for projecting a professional company image through in-person, phone and written interactions. The Office Manager is accountable for maintaining decorum while ensuring the office is running smooth and efficiently. She/he will support the CEO and other senior level staff and others by multi-tasking with confidence, organizational ability and professionalism.

  • Bachelor’s degree preferred and 3-5 years’ administrative experience

  • Notary certification or willingness to obtain notary certification a plus

Key Responsibilities:

  • Serves as front desk person, greeting visitors and answering phones, screening and directing calls (hours 8:30-5:30)

  • Ensures upkeep of office space and coordinates office services; ensures reception area is always neat, clean and professional looking

  • Manages procurement of all office and kitchen supplies for two locations, stationary, furniture, etc., maintaining inventory and managing costs

  • Restocks break room and kitchen area with appropriate supplies

  • Manages events, including company-wide events, in-office celebrations and office catering needs; assists with setup and cleanup for in-office events

  • Manages regular and overnight mail services, both domestic and international

  • Effectively manage CEO's calendar, travel schedule, and internal and external communication related to meetings, conference calls, invitations, event planning, board meetings, and interviews

  • Creates PowerPoint slides, based on concepts and business plans, for the CEO, when requested

  • Supports senior level staff with administrative support as requested

  • Supports employee travel arrangements

  • Assist with finance/accounting and benefits administration as needed

  • Assist with contract filing as needed

  • Act as primary person responsible for ensuring patent documentation received from our legal counsel are routed for proper signature, returned and filed as necessary

  • General administrative duties (e.g., taking detailed notes, preparing meeting materials) and special projects with constantly moving priorities

What we offer:

  • Competitive salary/ benefits package and an attractive location in the community of biotech and academic research

  • Opportunities to enhance your career with an emerging organization poised for significant growth