Job description

Sr. Administrative Assistant

We are seeking an Sr. Administrative Assistant to partner with our VP of Corporate Strategy & Development, working out of our 10 Fan Pier Boulevard in Seaport. The Sr. Administrative Assistant will report directly to the Head of People & Culture.

You will tackle a challenging calendar, not enough time for all the competing priorities, multiple stakeholders who all need the VP’s time, and cross-functional partners who have varied work styles. You must be highly self-motivated, always professional, and able to prioritize your workload in a fast-paced, high-growth environment. Things change fast and frequently here, so we need someone at the top of their game who can shift gears, change directions, and keep going at pace. You have to be a smart, strategic thinker and a tactical executer. Project skills, emotional intelligence, and business savvy all come into play here and you will use them every day. Like a singer and a songwriter, or a dancer and a choreographer, the Sr. Administrative Assistant provides almost invisible background support with little direction and plays a silent leadership role within the company.

In this role, you will:

• Support the VP of Corporate Strategy & Development with professional assistance, with bi-coastal availability.
• Maintain a complex, constantly changing calendar.
• Triage multiple inboxes, alert executives to open items, and summarize trends in incoming information.
• Schedule and manage domestic and international travel and trips.
• Gather, groom, and submit information for timely reimbursement of expenses.
• Act as the eyes and ears of the VP, highlighting and raising important or urgent issues when needed.
• Coordinate executive communications, such as meetings, calls, messages and assist with presentation preparation and site tours.
• Attend executive and team meetings alongside the VP, taking notes, capturing VP action items and facilitating follow-through.
• Other projects as necessary, such as offsites and events or collecting and distributing status reports.
• Operate with extreme confidentiality and discretion.
• Keep a high level of professionalism internally and externally.

Professional qualifications include:

• History at VC/PE-backed fast-paced early-stage SaaS or biotech company, where you’ve successfully supported at least one C-suite executive.
• 5+ years of experience as an Executive Assistant reporting directly to senior executives
• Advanced Microsoft Office skills
• Demonstrated ability to work collaboratively, especially with other executive assistants and cross-functional stakeholders
• Ability to learn new tools and applications when and where needed

If you’re a flexible powerhouse, this is an excellent opportunity to join a company that’s
growing fast and making a difference. You must be:

• Highly organized, with excellent judgment as well as strong project management and problem-solving skills
• An amazing multi-tasker with laser focus, highly intuitive, and able to anticipate the executive’s needs
• Able to see the big picture clearly and understand the long-term goals of the business.
• Friendly and professional in demeanor, with exceptional interpersonal skills and a great sense of humor.
• Excited about change as an invitation to stretch and grow.
• Able to communicate effectively with internal and external stakeholders at all levels
• Able to thrive in a dynamic work environment where policies and procedures are still taking shape.
• Someone who enjoys opportunities to pitch in and help when necessary, even if it means shuffling your own priorities on the fly (again) and stepping outside your job description.

About SmartLabs:
SmartLabs is accelerating the pace of scientific discovery by radically transforming the way the world uses lab space. Where lab construction can take 9 to 12 months in the traditional process, we deliver personalized and effective lab workflow environments in about 4 weeks. This huge reduction in time means member teams are starting sooner and results are delivered faster. We continue to compound this time savings with our proactive operational support and ability to pivot and change lab space quickly as member science evolves and lab needs change. We love what we do - our members are shaping the future and we are proud to help them do it!

We take pride in the care and benefits we give to each team member as they work to build the company and further our important mission. Our benefits include:

• Company paid concierge medical plan membership to Eden health to facilitate easy

access to care

• Company paid premiums for dental and vision plans
• Company paid short-term and long-term disability plans
• Company paid life insurance option
• Company funded Health Reimbursement Account of up to $2,000 per year
• 401k platform to help you start saving for your retirement
• Company paid commuting benefit of up to $300/month for public transportation and/or parking at work.
• Paid Parental leave for up to 16 weeks over the first 24 weeks of a newborn baby or a child.
• 25 PTO days and 10 holidays each calendar year
• Class-A office locations, and amazing food & beverage programs at each siteSmartLabs provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

About SmartLabs:

SmartLabs is accelerating the pace of scientific discovery by radically transforming the way the world uses lab space. Where lab construction can take 9 to 12 months in the traditional process, we deliver personalized and effective lab workflow environments in about 4 weeks. This huge reduction in time means member teams are starting sooner and results are delivered faster. We continue to compound this time savings with our proactive operational support and ability to pivot and change lab space quickly as member science evolves and lab needs change. We love what we do - our members are shaping the future and we are proud to help them do it!

We take pride in the care and benefits we give to each team member as they work to build the company and further our important mission. Our benefits include:

• Company paid concierge medical plan membership to Eden health to facilitate easy access to care
• Company paid premiums for dental and vision plans
• Company paid short-term and long-term disability plans
• Company paid life insurance option
• Company funded Health Reimbursement Account of up to $2,000 per year
• 401k platform to help you start saving for your retirement
• Company paid commuting benefit of up to $280/month for public transportation and/or parking at work.
• Paid Parental leave for up to 16 weeks over the first 24 weeks of a newborn baby or an adopted child.
• 25 PTO days and 10 holidays each calendar year
• Hybrid work options for most positions, Class-A office locations, and amazing food & beverage programs at each site

SmartLabs provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Ability to commute/relocate:

• Boston, MA 02210: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Bi-coastal Availability

Experience:

• Microsoft Office: 5 years (Required)
• Travel Arrangements: 3 years (Required)

Work Location: One location

jjbodyshop.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, jjbodyshop.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, jjbodyshop.com is the ideal place to find your next job.