Administrative Assistant & Office Manager

Job Description

Job Title: Administrative Assistant & Office Manager. Location: New Haven, Connecticut, USA

Responsibilities:

• Provide full administrative support to senior leadership and direct reports.
• Manage calendars, scheduling, and prioritization of meetings and requests.
• Coordinate meetings and prepare supporting materials.
• Handle travel arrangements and expense reporting.
• Draft and distribute internal communications.
• Maintain organized records using SharePoint.
• Handle confidential information with discretion and compliance.

Office Operations

• Act as the main point of contact for office-related needs and visitors.
• Oversee daily office operations including mail, shipping, and receiving.
• Maintain office spaces including kitchens, meeting rooms, and shared areas.
• Coordinate with building management regarding notices or disruptions.
• Manage vendors and office supplies, including ordering and tracking services.

Events and Engagement

• Plan and coordinate employee events, seasonal activities, and internal initiatives.
• Support external visits and lab tours including scheduling, logistics, and catering.
• Assist with onboarding new employees including orientation and workspace setup.

Collaboration and Process Improvement

• Work with IT and facilities teams to manage shared office systems and spaces.
• Maintain and update administrative standard operating procedures.
• Support cross-functional projects and ad hoc operational needs.

Qualifications:

• Minimum 5+ years of experience in administrative or office management roles.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills;
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office and collaboration tools such as SharePoint and Zoom.
• Strong problem-solving mindset and ability to work independently.
• Customer service oriented with a collaborative approach.

Preferred:

• Experience in fast-paced technology or research environments.
• Exposure to event planning and office operations management.
• Familiarity with corporate administrative systems and workflows.

Benefits and Compensation:

• Competitive salary ranging from $61,520 to $92,280 per year (New Haven, CT).
• Equity and bonus opportunities as part of total rewards package.
• Healthcare benefits including medical and related coverage;
• Paid time off and standard company leave policies.
• Employee development and growth opportunities.
• Inclusive and collaborative workplace culture.

Other Information:

• Role requires onsite presence in New Haven, CT.
• No third-party candidates accepted.
• Equal opportunity employer committed to diversity and inclusion.
• Final compensation depends on experience and role level;
• Company supports a culture of ownership, accountability, and professional growth.