[Remote] Office Administrator/Executive Assistant

Note: The job is a remote job and is open to candidates in USA. Apiphani is a technology-enabled managed services company focused on supporting mission-critical enterprise workloads. They are seeking a highly organized and proactive Office Administrator / Executive Assistant to ensure smooth daily office operations and provide executive support to the leadership team.

Responsibilities

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

Skills

• 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

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

Company Overview

Company H1B Sponsorship