Administrative Coordinator

The Role: BigHat Biosciences is seeking a highly effective and organized individual for an Administrative Coordinator role to multiply the impact of BigHat’s Leadership team and create an on-site and virtual environment where BigHatters can thrive. 
Key Responsibilities

• Multiply BigHat Leadership’s impact by owning the below key functions on their behalf
  • Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior leadership 
  • Manage email, calls, external stakeholders, and other company logistics on behalf of BigHat executives 
  • Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination
  • Perform administrative and office support, such as typing, dictation, spreadsheet creation, purchase order creation, and maintenance of filing system and contact database
  • Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Create a productive working environment for BigHatters
  • Plan in-person, virtual, and hybrid team events, both internally and offsite
  • Collaborate with IT and the Head of People to ensure that each BigHatter has a seamless onboarding experience 
  • Manage correspondence (e.g., letters, packages) by handling and distributing incoming/outgoing mail
• Deliver an excellent first impression of BigHat
  • Answer incoming general emails and phone calls in a professional and friendly manner
  • Manage all onsite visits from external stakeholders; create a welcoming environment for BigHat visitors and guests (e.g., A/V set up, agendas, meeting coordination) 
• Own office/facilities management for BigHat 
  • Maintain all office equipment and facilities, and submit and follow-up on maintenance work orders when necessary (e.g., dishwasher, printers, lights, refrigerator, broken doors, heating/cooling)
  • Keep reception area, conference rooms, and all common areas organized
  • Assist with conference room scheduling 
  • Inventory of office/kitchen supplies and restock as needed
  • Manage all facilities support vendors (e.g., cleaning services)

About You

• High-degree of professionalism; extremely cognizant of responsibility as “first impression” of BigHat 
• Coachable; continuously learning, open to feedback, willing to adapt and change, applying new skills to maximize efficiency
• Empathy; loves to support a kind, talented, hard-working team
• Driven; works without instruction or direction
• Proactive rather than reactive; reduces complexity to simplicity
• Culture carrier; embodies BigHat’s values