Operations & Front Desk Specialist

BioSpace; Waltham (MA); On-site; USD 60,000 - 80,000; Full time

Job summary

Visterra is hiring an Operations Associate & Receptionist in Waltham, MA. This full-time role handles day-to-day office and facilities operations, front-of-house responsibilities, and executive support for senior leaders in a fast-paced environment.

Responsibilities include coordinating vendors, managing visitor logistics, handling shipments, and supporting onboarding. The role demands a professional, proactive mindset and strong communication across staff and executives.

Qualifications

• Bachelor’s degree required.
• At least 1+ years of experience in office operations, facilities, or administrative roles.
• A positive, professional, approachable attitude; exceptional interpersonal and communication skills and the ability to build professional rapport with staff, executives, board members, and visitors at all levels.
• Demonstrated ability to operate independently and manage competing priorities.
• Ability to regularly handle confidential and proprietary information with utmost discretion.
• Strong organizational and communication skills with demonstrated ability to prioritize and work independently.
• Proficient skills in Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Teams.
• Experience working in an ERP or receiving system helpful but not required.
• Demonstrated ability to anticipate needs and issues before they arise, proactively identify solutions and work independently and collaboratively to problem-solve conflicts.
• Comfortable working in a growing, dynamic environment with evolving needs

Responsibilities

• Office & Facilities Operations: Manage daily office and facilities operations across office and lab environments.
• Reception & Visitor Management: Serve as the primary point of contact for visitors, guests, and external partners and manage visitor logs.
• Operational Support: Act as primary contact for day-to-day operational questions, issues, and requests.
• Executive Assistant Support: Provide administrative support to senior leaders, assist with scheduling and events.
• General Administrative: Manage supplies, inventory, shipments, onboarding logistics, and documentation.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

Teams

Interpersonal communication

Prioritization

Executive support

Client/vendor coordination

Problem solving

Education

Bachelor’s degree

Tools

ERP systems

Job description

Visterra is hiring an Operations Associate & Receptionist in Waltham, MA. This full-time role handles day-to-day office and facilities operations, front-of-house responsibilities, and executive support for senior leaders in a fast-paced environment.

Responsibilities include coordinating vendors, managing visitor logistics, handling shipments, and supporting onboarding. The role demands a professional, proactive mindset and strong communication across staff and executives.