Executive Assistant & Office Manager

CORPORATE - Full Time - Boston, MA

ChaosSearch is looking for a high energy, motivated Executive Assistant & Office Manager that will perform a wide range of administrative support, organization, office operations and corporate event planning. The Executive Assistant & Office Manager will make an impact on the entire Chaos team by proactively driving efficiency and elevating team culture.

Success Factors

  • Anticipate the needs of the executives and take initiative to solve problems independently, while managing calendars, travel schedules and well thought out verbal and written communications.
  • Oversee all daily office functions ensuring the organization and staff have an effective work environment, new hires are welcomed and visitors are screened and assisted.
  • Manage vendors including ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services.
  • Coordinate logistics and assist with meeting materials for Board of Directors, leadership and broader team meetings.
  • Provide event planning assistance for corporate team meetings, staff activities and celebrations, marketing events and other team events to drive team culture and communication across teams.
  • Maintain files and records as well as manage tools and repositories for team communications and signatories (Slack, Zoom, Adobe, Google Workspace).
  • Complete monthly expense reconciliation for executive expense reports, corporate credit cards and perform other finance administrative support as requested.
  • Serve as a liaison with internal staff at all levels.
  • Support senior leadership on other projects as needed.

Requirements

  • Desire to excel in administrative support, event coordination and logistical planning with proven ability to prioritize and manage multiple tasks simultaneously
  • Demonstrated commitment to drive the mission and values of the ChaosSearch organization
  • High level of professionalism and a strong ability to relate to and communicate with people of all business levels and diversity
  • Passionate, enthusiastic, team player, with good judgment and an ability to work in a fast-paced environment
  • Excels at listening and demonstrates excellent written and verbal communication skills
  • Attention to detail is a must as well as strong organizational skills
  • Bachelors degree required and 1-3 years of office administration experience is desired
  • Computer literacy and proficiency in Google Workspace tools

Additional Information

  • Competitive pay and benefits
  • Stock options
  • Catered lunches, snacks, and beverages
  • An environment in which you can balance great work with a great life
  • Passionate people building great products
  • Employees with a wide variety of interests

Candidates interested in this position can learn more about ChaosSearch on our website here.

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