Global Administration Assistant / Office and Facilities Coordinator

Calyx • Burlington, MA

1d • Onsite

About The Position

As Global Administrator and Office Coordinator (Imaging) , you are responsible for providing professional, effective, proactive and timely administrative support to a Business Unit’s Site Leadership team. In this role, you will also provide comprehensive administrative, and facilities support to a local office, ensuring efficient operations, adherence to company policies, and a safe, effective, and employee-friendly working environment.

Requirements

• Excellent interpersonal, verbal, and written communication skills.
• Proven experience in all Microsoft Office packages.
• Demonstrates strong knowledge of facilities management functions preferred.
• Highly organized with the ability to prioritize workload and manage multiple conflicting deadlines with attention to detail and within agreed timelines.
• A flexible attitude with respect to work assignments and new learning.
• Ability to work methodically in a fast-paced, time-sensitive environment.
• Demonstrable ability to apply critical thinking and implement process improvements.
• Ability to operate collaboratively within a global team environment.
• Demonstrates a positive attitude with a solution-oriented approach.
• Demonstrates initiative and self-confidence, is adaptable and can cope with changing and evolving priorities.
• A self-starter and able to work under own initiative.
• Solid professional experience in same or similar role.
• Experience of applying knowledge surrounding health and safety and fire regulations in office environment.
• High School Diploma or equivalent; additional qualifications in facilities management.
• English: Fluent

Nice To Haves

• IOSH Working Safely, or VDU/DSE assessment desirable.
• Driving license and access to a vehicle preferred.

Responsibilities

• Site Administrative Support
• Manages opening and distribution of office mail.
• Books global travel and accommodation for local site leadership where required, including multi-stop travel management over different time zones.
• Processes expenses and associated administration for local site leadership where required.
• Organizes and schedules meeting room bookings.
• Provides meeting support (minute-taking, action item follow-up) for leadership teams where required.
• Supports local event organization, catering, and logistics for the local site and wider business.
• Coordinates catering for internal/external meetings.
• Supports induction programs and onboarding activities for onsite new joiners.
• Orders basic stationery and office supplies.
• Support HR with onboarding and social committee tasks.
• Facilities Coordination
• Oversees workspace safety and operations, ensuring compliance with brand and health & safety standards.
• Manages access control, vendor coordination and maintenance requests.
• Handles facility issues, supports audits, conducts H&S inductions, manages security systems, and serves as the Health & Safety representative.
• Responsible for fire safety, emergency response, HSE training, and maintaining records for safety, health, and ESG commitments.
• Global Administration Support
• Actively manages and supports the Perceptive Global Admin and Travel inbox by responding to emails and assisting global travel requests.
• Ensures effective utilization of Perceptive resources to ensure correct adherence to policy.
• Collaborates with other global administration team members to support global activities.
• Manages centralized credit card expense claims, processing delegated expenses per policy.
• Other
• Carries out any other reasonable duties as requested.

Benefits

• Medical, Dental and Vision benefits for you and your family, including Flexible Spending Accounts (FSA) and Health Savings Accounts (HSAs)
• Paid time off policy including holidays and sick time
• Internal growth and development programs & trainings
• 401(k) program, life & accident insurance and disability insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees