Office Coordinator/Administrative Assistant

Living Proof; Boston, Northern (MA, KY); On-site; USD 70,000 - 80,000; Full time

Job summary

Living Proof seeks an Office Coordinator & Administrative Assistant to the CEO and CMO to support office operations, executive needs, and vendor management. The role covers calendar management, expense processing, and travel coordination in a fast-paced startup-like environment.

Ideal candidates bring 2-3 years of admin experience, strong communication, and a resourceful, detail-oriented approach. Bachelor's preferred but not required; on-site Boston location.

Qualifications

• 2-3 years of administrative support experience.
• Bachelor’s degree preferred but not required.
• Start-up or small company experience with multi-faceted roles.
• Strong leadership qualities in complicated situations.
• Excellent verbal and written communication.
• Strong interpersonal skills and relationship-building.
• Experience with Microsoft Office products.

Responsibilities

• Monitor use of office and kitchen supplies and stock/distribute.
• Organize common areas including kitchen and conference rooms.
• Manage incoming/outgoing letters and packages.
• Process requisitions for lab and office supplies with vendors.
• Provide facilities and vendor support as needed.
• Manage service calls to contractors and vendors.
• Coordinate inspections of fire extinguishers and safety showers.
• Support colleagues across the organization.
• Administrative support to CEO and CMO including calendar management and travel arrangements.

Skills

Verbal and written communication

Organization and detail-oriented

Leadership in complex situations

Adaptability

Education

Bachelor’s degree (preferred)

Tools

Microsoft Office

Job description

Description

Position Overview

The Office Coordinator & Administrative Assistant to CEO & CMO will support multiple aspects of our company. This hands‑on position encompasses a wide variety of experiences that make a successful business run – office support, executive support and more.

Operations & General Administration

• Monitor the use of supplies within the office and kitchen; order, receive, stock and distribute these supplies.
• Responsible for the organization of the common areas, including kitchen and conference rooms.
• Manage incoming and outbound letters & packages
• Facilitate purchasing process to include: input of requisitions for general lab and office supplies, placing orders directly with vendors
• Provide general facilities and vendor support as needed
• Manage service calls to contractors and vendors
• Coordinate with outside vendor for required inspections of fire extinguishers and safety showers
• Support and collaborate with colleagues across our organization at all levels.
• Administrative Assistant to CEO and CMO, providing calendar management, processing expenses and coordinating travel arrangements.

Requirements

• Proactive professional with 2-3 years of experience providing administrative support
• Bachelor’s degree preferred but not required
• Start-up or small company experience with multi-faceted roles desired.
• Ability to demonstrate strong leadership qualities in complicated situations
• Good organizational skills with a great deal of attention to detail.
• Responsible and extremely resourceful in finding answers and solutions when information and data is not readily available.
• Possess fantastic troubleshooting and analytical skills
• Ability to adapt quickly to changing priorities in a fast‑paced environment.
• Excellent verbal and written communication skills.
• Strong interpersonal and relationship‑building skills with the ability to work effectively with people of all personalities and communication styles.
• Experience with Microsoft Office products

Annual Base Compensation range: $70,000 - $80,000 (commensurate with experience)

Living Proof is committed to an inclusive workplace with equal opportunities for all. Our business strategy recognizes that an inclusive culture is a business strength that helps us win, as we develop and market products that resonate with all consumers and the diverse communities we serve. At the same time, we will also remain compliant with all legal requirements. #LI-FC1