Operations Assistant

Operations Assistant

Our Client is a non-profit organization that seeks transformative results in biomedicine and supports fundamental quantitative research in the biological sciences to improve healthcare worldwide. The organization fosters collaborations across biomedical and physical sciences, seeking to address pressing problems in biology and biomedicine. Motivated by problems of human disease, the organization is committed to investigating fundamental biological mechanisms, as solutions to many diseases have been revealed by unexpected discoveries in the basic sciences. 

Our non-profit client is looking for an Operations Assistant to support their Chief Operating Officer with space management, administrative functions, reimbursements, contract management, interview scheduling, and special projects. This is a fast-paced, start up-like working environment; as such, the ideal candidate has a proactive approach, is a fast thinker, quick reactor, and has an analytical mindset.

This is an in-office 5 days a week position. No remote or hybrid work.

What You’ll Do:

• Prepare letters and other written communications as needed
• Organize and coordinate interviews for potential hires
• Assist in the initial viewing of resumes
• Input purchase orders and handle ordering of supplies
• Participate in the hiring process for consultants, including putting through orders and contracts
• Take charge of space management, which spans across 5 floors 
• Stay on top of space availability and effectively assign office and lab space to new employees
• Liaise with lab managers to determine occupied and vacant spots, updating the space allocation system accordingly
• Assist with the handling and processing of legal documents
• Provide regular administrative support, including HR-related tasks
• Support minimal calendaring for the COO, focusing heavily on events and visits
• Organize meetings and schedules for speakers or individuals requiring interaction with multiple parties
• Escort individuals to their meetings or coordinate with other staff to ensure a smooth experience
• Process reimbursements for individuals attending events and ensure timely submission
• Provide assistance during large events and media activities, contributing as part of an all-hands-on-deck team
• Provide hands-on support when required, stepping in to address any issues or gaps in operations

About You:

• Bachelor’s Degree, Required
• 3 years experience working in an administrative, operations, or similar role
• Experience with Bearbuy, preferred.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Keen eye for detail to ensure accuracy in preparing letters, organizing interviews, and reviewing resumes.
• Excellent written and verbal communication skills to liaise with various stakeholders.
• Ability to handle unexpected situations and step in to address issues promptly.
• Proficiency in using PowerPoint, Keynote and Excel and the ability to quickly adapt to new systems and technologies.
• Self-motivated and proactive in identifying areas for improvement and taking initiative to streamline processes.
• Ability to adapt to changing priorities and work effectively under pressure.
• Collaborative mindset with the ability to work well within a team and support colleagues when needed.
• Experience with document management and coordination of services.
• Experience efficiently managing calendars, including scheduling events and meetings, and coordinating with various stakeholders.
• Experience supporting large events and media activities, ideal

If you thrive in a dynamic, fast-paced environment and enjoy taking on a variety of administrative responsibilities, this position may be the perfect fit for you.

Please note that this job description may evolve over time, and additional responsibilities may be assigned based on organizational needs.

The compensation for this role is $100,000-$150,000