Operations Associate/Manager

PhaseV Trials, Inc.; Cambridge (MA); On-site; USD 60,000 - 90,000; Full time

Job summary

PhaseV Trials, Inc. is seeking an organized operations professional to support US-based teams, ensuring cross-team coordination and execution in a fast-moving startup.

You will handle on-site office logistics and HR onboarding, set up meetings with video conferencing, and manage conference materials and events. This role requires proactive communication, strong attention to detail, and the ability to juggle multiple tasks with discretion and reliability.

Qualifications

• Strong organizational skills and attention to detail.
• High reliability; you do what you say you’ll do.
• Comfortable juggling multiple tasks and shifting priorities.
• Excellent communication and service orientation.
• Ability to work independently and take initiative.
• Nice to have: experience supporting events or conferences.
• Exceptional judgment and discretion in sensitive matters.
• Anticipates needs before they arise.
• Excellent written communication and executive presence.
• Ability to manage cross-functional projects with clear communication.

Responsibilities

• Serve as trusted point of contact for PhaseV leadership across projects.
• Provide operational support to leadership initiatives and cross-functional processes.
• Set up meeting rooms with video conferencing and ensure meetings run smoothly.
• Coordinate office logistics, supplies, calendars, and onboarding tasks.
• Manage conference materials, shipping, and event logistics.

Skills

Organizational skills

Reliability

Multitasking

Communication

Independence

Event support

Judgment & discretion

Anticipates needs

Written communication

Executive presence

Tools

Google Workspace

Zoom

Job description

Role Overview

We are seeking a highly trusted and organized professional to support PhaseV’s growing operational. This role enables the PhaseV’s US-Based teams to operate efficiently across teams by ensuring projects are managed effectively with exceptional coordination, communication, and execution across a wide range of activities. As part of the operations team, this person will balance an array of big and small tasks at any one time. This person thrives in the dynamic, fast-moving startup environment while serving as a go-to partner for employee needs, on-site logistics, and company moments that bring the team together.

Key Responsibilities

Business Operations

• Serve as the trusted point of contact for PhaseV leadership across various projects
• Provide operational support to leadership initiatives, assisting with cross-functional projects and processes

Office & HR Support

• Set up meeting rooms, including video conferencing (Zoom/Teams, screens, audio, etc.) for broader company meetings, ensuring meetings run smoothly from an operational standpoint
• Coordinate office logistics, reorder supplies and general upkeep
• Help coordinate calendars and meetings across time-zones
• Assist with new hire onboarding logistics
• Support HR-related administrative tasks and special projects

Business Development Logistics (Conferences & Events)

• Aggregate, organize, and track conference materials, swag, and inventory
• Coordinate shipping and deliveries to conferences and events
• Coordinate with conference host and attendees, as needed
• Support pre- and post-event logistics as needed

Key Success Factors

• Builds strong trust with leadership and across teams
• Enhances team effectiveness and focus
• Provides operational leverage across teams
• Operates with discretion, professionalism, and sound judgment
• Ability to work independently and prioritize cross-functional projects with clear communication

Required Skills

• Strong organizational skills and attention to detail
• High reliability—you do what you say you’ll do
• Comfortable juggling multiple tasks and shifting priorities
• Tech-comfortable (Google Workspace, Zoom, basic tools)
• Strong communication skills and a service-oriented mindset
• Ability to work independently and take initiative
• Nice to have: Experience supporting events or conferences
• Exceptional judgment and discretion
• Anticipates needs before they arise
• Excellent written communication and executive presence