Office Administrator

RA Capital Management • Boston, MA

2d • Onsite

About The Position

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. As the face of RA Capital, the Office Administrator will embody the firm's culture of professionalism, hospitality, and excellence. Beyond reception responsibilities, this role serves as a central resource for office operations, facilities coordination, meeting support, vendor management, and employee experience. Working under the guidance of the Director of Office Services & Administration, the Office Administrator helps ensure the Boston office operates seamlessly each day while delivering an exceptional workplace experience. The ideal candidate takes pride in creating a welcoming, polished environment and enjoys anticipating needs before they arise. This is a highly visible, collaborative role requiring exceptional communication skills, attention to detail, sound judgment, and a genuine desire to provide outstanding service in a fast-paced, mission-driven investment firm.

Requirements

• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace (Calendar, Gmail, Docs).
• Comfortable supporting both Windows and Mac operating environments.
• 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
• 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.
• 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

Nice To Haves

• Experience with expense reporting systems, workplace management platforms, and conference room technology is a plus.
• 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.

Responsibilities

• 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.
• Coordinate 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.
• 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 promptly stocked throughout the office.
• Prepare conference rooms for internal and external meetings, ensuring rooms are clean, organized, and properly equipped.
• Coordinate coffee, catering, lunches, refreshments, and meeting supplies throughout the day.
• Assist with 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.
• 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.
• Assist with planning and execution of firm-wide events, including the annual summer outing, holiday celebration, employee engagement activities, and other special events.
• Support cross-functional operational initiatives and special projects as assigned.
• 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.

Benefits

• 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
• performance-based bonuses
• comprehensive benefits package that includes health insurance, retirement contributions, and paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree