[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 apiphani offers strategic & operational consulting, database management, and managed services. It was founded in 2018, and is headquartered in Boston, Massachusetts, USA, with a workforce of 51-200 employees. Its website is Company H1B Sponsorship apiphani has a track record of offering H1B sponsorships, with 5 in 2024, 1 in 2023. Please note that this does not guarantee sponsorship for this specific role.