Office Operations Manager

We are seeking an Office Operations Manager to our Boston site. This role will sit at the front desk, as the first point of contact for everyone who comes through our doors: employees, research participants, vendors, and visitors. The role combines office management, HR coordination, and participant experience. You will support the Boston team and help coordinate with our headquarters and other regional sites. Reporting directly to the Site Head, this is a highly organized, proactive, service-oriented role for someone who thrives in a fast-paced growing startup environment.

In this position, you will:

• Be based at the front desk as the first point of contact for the site - greeting and checking in employees, research participants, vendors, visitors, etc. and creating a calm, warm, and professional experience for everyone who arrives
• Support research participants from the front desk - welcome, manage the waiting area and coordinate clean check-in and checkout handoffs with our data operations team
• Own day-to-day office management and operations - supplies, deliveries and mail, kitchen and common areas, site access & badging, and equipment purchasing (computers, peripherals, and office equipment), keeping all spaces presentable and operationally ready
• Support vendor and building-management relationships,
• Be the point of contact for external vendors, such as cleaning services and IT, receive and manage incoming shipments and equipment, and coordinate cross-site and international shipments (including customs) with HQ and other sites/vendors as needed
• Be responsible for financial administration, including bookkeeping, invoice management, and related tasks.
• Provide administrative support to the Boston team, including scheduling and meeting coordination, travel and expense, day-to-day logistics and hosting for visiting leadership and guests
• Support the coordination between the Boston site, headquarters, and other sites
• Coordinate onboarding logistics for new Boston hires (workspace setup, badging, equipment, and first-day experience), in partnership with the Boston site leadership and the HQ People team
• Be responsible for the team culture and welfare plan, working closely with the Hemispheric HQ People and Operations team and helping to plan and run team events and celebrations

Our ideal candidate:

• 4 years of experience in office management, front desk/reception, executive assistance, or a similar operations and coordination role - ideally in a fast-paced, growing, or startup environment
• A warm, service-oriented, and professional presence who enjoys being the welcoming face of an office and making people feel well taken care of
• Highly organized and detail-oriented, with the ability to work on parallel workstreams and competing, changing priorities
• Comfort interacting with a wide range of people, including research participants who may be facing mental health challenges - calm, discreet, patient, and respectful
• Strong written and verbal communication skills
• Proactive, resourceful, and autonomous - spots what needs doing and takes care of it without being asked
• Reliable and with a strong sense of judgment with sensitive and confidential information
• Comfort with technology and the ability to quickly learn new tools and systems

This is a full-time (Monday-Friday 10:00 AM - 6:00 PM), onsite position based in Boston (Charlestown), MA. Working hours are based on our research site normal business hours.

If this sounds exciting, get in touch: joinus@hemispheric.ai