Office Admin

Office Admin

Job Summary: Talent Software Services is in search of an Office Admin for a contract position in Cambridge, MA. The opportunity will be three months with a strong chance for a long-term extension.

Primary Responsibilities/Accountabilities:

• Team Management Support:
  • Serve as the primary contact for all administrative needs of the team.
  • Provide daily support, including purchasing goods and services, processing invoices, and managing expense reports.
  • Order team supplies, new hire equipment, and event catering.
  • Assist with new hire setup, including desk setup, and provide offboarding support when team members leave.
  • Manage distribution lists, security groups, and team groups.
• Team Calendar Management:
  • Provide strategic calendar management and time planning support for the team.
  • Coordinate team-wide calendar invites, including team meetings, morale events, and stakeholder meetings.
  • Collaborate with executives' assistants to ensure key leaders are present at meetings.
• Cohort Onboarding Planning and Execution:
  • Lead logistics and coordination for team cohort onboarding.
  • Communicate with new hires prior to starting and manage the ordering and shipment of new-hire equipment.
  • Organize catering, room bookings, and onboarding week communications for new hires.
  • Serve as the primary contact for questions and company information after onboarding.
• Event Coordination and Logistics:
  • Plan and support events, manage logistics, and contribute to team morale and dynamics.
  • Handle logistics such as invitations, room booking, setup, and catering.
  • Assist with onsite troubleshooting of audio-video and technical issues.
  • May require the ability to lift up to 50 lbs.
• Space Management and Planning:
  • Lead space-management processes and manage team spaces, including office locations and desk assignments.
  • Address and resolve high-level space requests and determine future space planning needs.
  • Drive space changes based on utilization data and organizational changes.

• Typical Task Breakdown and Operating Rhythm

  • The role consists of 5% meetings, 50% team admin support, 10% team calendar support, 20% event coordination, and 15% projects.

• Compelling Story & Candidate Value Proposition

  • Join a close-knit and welcoming team culture, with a significant portion of the team early in their careers.
  • Engage in various team-building activities, socials, and events, fostering a strong sense of community.
  • Enjoy flexibility in your role, with free parking provided at the office, a significant perk given the city location.

Qualifications:

• Years of Experience Required: 5 years of overall experience in the field.
• Degrees or Certifications Required: No degree is required to be eligible for this role.
• Minimum 5 years of experience with event planning (including office events).
• Minimum 5-7 years of experience with office productivity tools.
• Minimum 5 years of experience with calendaring.

Preferred:

• The ideal candidate is eager and proactive, requiring minimal direction.
• This is a busy role, so independence and knowledge of what to do are essential.
• Looking for someone with office management experience or entry-level admin skills, with strong time-management abilities and attention to detail.

If this job is a match for your background, we would be honored to receive your application!

Providing consulting opportunities to TALENTed people since 1987, we offer a host of opportunities, including contract, contract to hire, and permanent placement. Let's talk!