Job Description

We are looking for OPERATIONS ASSISTANT for our client in CAMBRIDGE, MA

JOB TITLE: OPERATIONS ASSISTANT

JOB LOCATION: CAMBRIDGE, MA

JOB TYPE: CONTRACT

JOB DESCRIPTION:

• Serve as administrative contact and liaison for OI-related inquiries and needs pertaining to supplies, space and property management, A/V, telecom, and office equipment - including photocopiers, fax, printers, shared computers, etc.
• Assist with coordinating OI events ranging from small to large gatherings that may take place on or offsite and virtually (.e.g., sending invitations, arranging caterers, reserving venues, etc.).
• Organize space logistics for administrative meetings for the Executive Director or Assistant Directors, including booking rooms, setting up and breaking down rooms, coordinating with custodians, organizing and setting up catering, and cleaning up after each meeting.
• Coordinate and directly provide logistical support for social events for core admin staff, such as farewell gatherings; or for the center.
• Support Assistant Director of Administration with onboarding and offboarding of employees on tasks related to office space and technology and equipment setup, office access, and other related areas.
• Take regular inventory of office supplies, update inventory and orders as needed, and ensure that the OI office space is consistently clean and well-organized.
• Provides excellent customer service to internal and external stakeholders (including affiliate faculty, graduate students, staff, visitors, and affiliate offices such as property management and HUIT) and maintains strong relationships with current and potential vendors.
• Provide assistance to departmental visitors.
• Assist with Center website updates including uploading new content.
• Supports operations for OI by acting as backup for other administrative support staff during vacations, sick, and personal time off, and attending to other duties and special projects as needed.
• Provide coverage for executive assistants during their absences, including appointment and financial processing, scheduling and meeting support, travel arrangements, and ordering office or center supplies.

Qualification:

• Three + years of experience in administrative functions, customer service, and related areas. 
• Education beyond high school may count toward experience. 
• Work closely with the Assistant Director of Administration to implement and support day-to-day business and operations needs such as staffing the front desk/reception area (e.g., answering phones, greeting visitors), and supporting the implementation of administrative systems and procedures for OI office operations (e.g., equipment and supply inventory processes, facilities improvement plans, staffing directories, emergency management plans, etc.).

Company Description

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