Office Manager US & Executive Assistant

Pharvaris is a Nasdaq listed late-stage biotech company developing bradykinin B2 receptor antagonists for bradykinin-mediated diseases, with offices in Switzerland (Zug), the Netherlands (Leiden) and the USA (greater Boston area). We aim at bringing new, more convenient options to HAE patients who suffer sudden and prolonged attacks of swelling in multiple areas of the body including the airway, which can be life-threatening. We have a culture built on the core values of considering others carefully, leading with trust, ensuring rigor and diversity of thought, and contributing freely. Our company is driven by individuals committed to developing breakthrough therapies which can have a real impact on people’s lives. If you are looking for a place where your work can have meaning and you can make a difference – Pharvaris is the place for you!

We are now looking to add office management and administrative capabilities to our Lexington (greater Boston area) site and seeking to therefore hire an Office Manager US & Executive Assistant and report into our Chief Medical Officer & Head R&D / Site Head Lexington Office.

This role will coordinate and oversee administrative duties in an office and ensure that the office operates efficiently and smoothly. Overall responsibilities include some of the traditional duties of an administrative/executive assistant or administrator and more wide-ranging – often project related – operational tasks.

Location

This role is based at our offices in Lexington, Massachusetts. At Pharvaris, we promote and enable a flexible hybrid work-environment and support our talents to be home based and work virtually. That said, the successful candidate in this role will need to have a regular presence of at least 2-3 days a week in our Lexington office due to the nature of the job at hand.

Responsibilities (non-exhaustive list)

Facility Management

• Serve as point of contact for US facility in Boston regarding facility updates, lease agreements and payments, post, etc.
• Serve as the point of contact for office manager duties including organizing daily operations, procedures, supervising maintenance, mailing, shopping,
• Manage office lease agreement as well as contract and price negotiations with office vendors, service providers, etc. as needed.
• POC for employee requests (space availability – desks and meeting room reservations).
• Dispatch of incoming mail (invoices, subscriptions, etc).
• Maintenance of office budget, supplies and equipment.
• Partnering with HR to maintain office policies as necessary.
• Coordinate with IT department on all office equipment.

Operations

• Administrator for US phone provider.
• Answer and dispatch incoming calls.
• Provide leadership in formulating, tracking, and reporting of the requirement information for upper management.

Practical Onboarding (consultants/employees)

• Liaison with IT department for IT onboarding material for US staff.
• Complete corporate phone set up for US staff.
• Trigger IT Free-on-Loan agreements for US staff.
• Coordinate procurement and distribution of business cards.
• Coordinate welcome announcements and questionnaire (support to Internal Comms).
• Organize badges and entrance passes.
• Update onboarding tracker.

Support on team meeting and offsites

• Organization/facilitation of meetings, including coordination of meeting materials, coordination of location, dinner, flight transfers, social activities, and communication with the participants.
• Establish and follow up on contracts as needed.
• Liaisons with vendors if/where needed.
• Provide onsite support when necessary.

PA Support to EC leaders (Where needed)

• Travel arrangements for EC and board members.
• Drive organization EC offsites, including hotel and F&B arrangements for the full EC.
• EC Calendar management as needed.
• Expense report preparation for EC.
• Support on contract administration and invoice follow-up.

Requirements

• Bachelor’s degree in business administration, hospitality industry, or similar, is preferred
• Hands-on experience with “back-office” and accounting software for expense mgmt.. and vendor payment tracking
• Outstanding communication and interpersonal skills
• Excellent organizational and time management skills
• Proactive problem solver and multi-tasking initiator
• Independent, team-player, analytical, thorough, discrete with a strong sense of diplomacy
• Significant experience in connecting internal and external stakeholders
• Significant experience in vendor/supplier engagement and vendor/supplier performance management
• Ability to work in a setting with tight timelines while managing conflicting priorities & and maintaining strong attention to detail
• Experience in navigating within international companies which have cultural differences across different locations
• Comfortable in a small company environment that is fast paced, challenging and where all leaders must take on a hands-on approach to get results