Office Administrator

Position Overview

RA Capital Management is seeking a highly organized, proactive, and service-oriented Office Administrator to serve as the first point of contact for our Boston (Back Bay) office. This individual plays a critical role in creating an exceptional experience for employees, portfolio company founders, investors, candidates, and guests while ensuring the office operates seamlessly every day.

Key Responsibilities

• Reception & Visitor Experience
• Serve as the primary point of contact for all employees, visitors, candidates, investors, vendors, and delivery personnel.
• Welcome guests with professionalism, warmth, and discretion, ensuring an exceptional first impression of RA Capital.
• Clock visitor arrivals and notify employees promptly.
• Manage incoming telephone calls, screen inquiries, and direct calls appropriately.
• Maintain our building visitor system (Prism) and support building security procedures as needed.
• Office Operations
• Under the guidance of the Director of Office Services & Administration, oversee the day-to-day operations of the Boston office, taking ownership of its appearance, functionality, and overall workplace experience while proactively identifying opportunities for continuous improvement.
• Ensure the reception area, conference rooms, kitchens, and all common areas remain organized, fully stocked, and presentation-ready throughout the day in collaboration with a day porter.
• Receive, sort, and distribute incoming mail and packages; coordinate outgoing shipments.
• Order, organize, and maintain inventory of office, kitchen, conference room, and workplace supplies.
• Receive deliveries and ensure supplies are stocked promptly throughout the office.
• Meeting & Hospitality Support
• Prepare conference rooms for internal and external meetings, ensuring rooms are clean, organized, and properly equipped.
• Cook, cater, and refreshments for meetings throughout the day.
• Aid in hosting visiting candidates, investors, board members, and external partners by delivering a high-touch hospitality experience.
• Support coordination of company lunches, employee celebrations, off-site meetings, and other workplace events.
• Facilities & Vendor Coordination
• Coordinate routine maintenance and emergency service for copiers, printers, conference room technology, kitchen equipment, and other office systems.
• Track service requests through completion and ensure timely resolution.
• Maintain vendor contact information and office service records.
• Workplace Presence
• Maintain a consistent on-site presence Monday through Friday during standard business hours.
• Serve as a dependable resource for employees while helping foster an organized, welcoming, and collaborative office environment.

Key Qualifications

• Technical Skills
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace (Calendar, Gmail, Docs).
• Comfortable supporting both Windows and Mac operating environments.
• Experience with expense reporting systems, workplace management platforms, and conference room technology is a plus.
• Ability to troubleshoot basic office technology issues and coordinate vendor support when needed.
• Professional Skills
• Exceptional customer service and hospitality mindset.
• Outstanding written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities while maintaining composure in a fast-paced environment.
• Resourceful, proactive, and solutions-oriented with a strong sense of ownership.
• Sound judgment and the ability to handle confidential information with discretion.
• Comfortable working independently while collaborating effectively across departments.
• Flexible and adaptable, with the ability to respond to changing priorities.
• Professional demeanor with the confidence to interact with senior executives, investors, founders, candidates, and external partners.

Key Requirements

• Bachelor's degree preferred, or equivalent work experience
• 3+ years of experience in reception, office administration, workplace operations, executive support, or a similar client-facing role within a professional office environment.
• Experience in financial services, venture capital, investment management, consulting, biotechnology, life sciences, or other professional services organizations is preferred.
• Experience supporting a collaborative, fast-paced, matrixed organization is a plus.
• Must be locally based and have the ability to work an on-site (Mon-Fri) schedule in the Boston office
• Must be authorized to work in the United States without sponsorship or transfer of sponsorship

Compensation

RA Capital Management is committed to fair and equitable compensation practices. Pay for this position will be based on experience, skills, qualifications, and current market conditions.

In addition to base salary (listed below), employees may be eligible for performance-based bonuses and a comprehensive benefits package that includes health insurance, retirement contributions, and paid time off.

Total Rewards

• Employer-paid monthly premiums for health, dental, and vision coverage
• Wellness benefits and programs to support physical and mental well-being
• Resources and perks that enhance work-life balance and financial security

We’re dedicated to helping our employees thrive professionally and personally.

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