Site Executive Administrative Assistant

A career at Resilience is more than just a job – it’s an opportunity to change the future.

Resilience is a technology-focused biomanufacturing company that’s changing the way medicine is made. We’re building a sustainable network of high-tech, end-to-end manufacturing solutions to better withstand disruptive events, serve scientific discovery, and reach those in need. 

For more information, please visit www.resilience.com

The Site Administrative Assistant is responsible for providing support to the Senior Executives and managing office operations at the Resilience Allston site. This position is an outstanding opportunity for a highly motivated individual to assume a pivotal role in the evolution of a fast-growing, highly respected organization. The successful candidate must have the ability to anticipate the needs of many, think critically, and offer solutions with a high level of professionalism and confidentiality.

We are looking for a team player who thrives in a fast-paced, dynamic startup environment, enjoys wearing different hats, takes on tasks independently, exercises judgment, and solves problems. The role requires strong organizational, administrative, and communication skills, attention to detail, a keen sense of ownership, scrappiness, drive, and a track record of delivering in the face of ambiguity and concurrent priorities that often shift.

RESPONSIBILITIES:

• Work closely with the Senior Executives to keep them informed of upcoming commitments and responsibilities, following up appropriately.

• Provide daily administrative assistance, including calendar management, arranging conference calls, presentation materials, expense reports, and managing business travel arrangements.

• Manage expense reporting in a timely manner.

• Organize, prioritize, track, and handle a variety of key time-sensitive, confidential deliverables and ensure that necessary actions are addressed promptly.

• Arrange high-level meetings, including preparing materials, A/V and catering needs.

• In partnership with relevant stakeholders and other key leaders, execute planning and logistics for on-site and off-site meetings and events, meetings and gatherings including scheduling, venue identification, and on-site support at events.

• Resolve ever changing priorities, action items, and conflicts.

• Prepare or assist with preparation of materials for visitor meetings and site visits, including presentations and briefing documents.

• Receive visitors when needed and escort to/from meeting.

• Provide hospitality to all guests and help to create a welcoming environment.

• Manage vendor services and purchasing for office and administrative matters. Monitor and maintain site administrative budget including creating expense reports and purchase orders, signing contracts (as delegated), approving invoices, etc.

• Manage day-to-day office operations, including administration, kitchen, and supply stocking – to include snacks, printer supplies, paper, office supplies, etc., assisting with booking conference rooms, catering, office inventory, and organizing workspaces.

• Assist with the onboarding process of new employees.

• Assist with office layout planning, office moves and new hire seating arrangements.

• Work with other administrative staff and employees to coordinate internal and external meetings, including identifying appropriate meeting room(s) and catering.

• Assist with projects and general administrative duties as needed.

Minimum Qualifications:

• Extensive experience in Administrative Support & Office Management

• Demonstrated flexibility and professional maturity to readily understand priorities and anticipate needs.

• Strong written and verbal communication skills.

• Ability to manage conflicting priorities and deliver on the most critical assignments on time and within budget.

• Superpowers in attention to detail, organizational and planning skills, and ability to achieve results under tight deadlines.

• Self-starter with ability to take initiative, exercise judgment, and work independently; takes ownership and responsibility.

• Relationship-builder with experience supporting leaders across multiple disciplines and creating connections across a broad company network as well as interacting with individuals at all levels.

• Expert scheduler with Microsoft Outlook, comfortable with frequently shifting schedules (and reschedules)

• Highly proficient in Microsoft O