Office Manager & Admin Assistant

Datavant is a data platform company and the world’s leader in health data exchange. Our vision is that every healthcare decision is powered by the right data, at the right time, in the right format.

Our platform is powered by the largest, most diverse health data network in the U.S., enabling data to be secure, accessible and usable to inform better health decisions. Datavant is trusted by the world’s leading life sciences companies, government agencies, and those who deliver and pay for care. 

By joining Datavant today, you’re stepping onto a high-performing, values-driven team. Together, we’re rising to the challenge of tackling some of healthcare’s most complex problems with technology-forward solutions. Datavanters bring a diversity of professional, educational and life experiences to realize our bold vision for healthcare.

In this  Admin Assistant & Office Manager role you will bring strategic thought to your partnership in managing our Boston Office and providing support to five senior level executives on our Life Sciences team. This role is required to be in office 5 days a week. 

You Will:

• Manage the Boston office and be responsible for the following: 
• Visitor Access: Register with security, greet visitors and direct them to the appropriate offices as well as coordinate any in office meals as needed 
• Manage phone calls and correspondence (e-mail, letters, packages, Shipping assets etc.)
• General upkeep and maintenance of office premises including fixtures and furniture’s, security access and ordering supplies
• Managing office purchases within company policy and office budget
• Planning and full execution of in office team events
• Deliver reliable, professional administrative support for 5 senior level executives on the Life Sciences team as follows:
• Manage calendars to include meetings and travel bookings
• Reconcile expense reports and support with vendor management in Coupa 
• Planning, communication and event logistics for in-person team offsites
• Vendor Management including set up and ensuring accounts are reconciled in a timely manner
• Facilitate internal company celebration events, ensuring accomplishments and employee milestones are recognized
• Handle highly-confidential and/or sensitive information with discretion and tact
• Develop comprehensive plans for team offsite events including logistics, timelines and managing budgets. 
• Own and manage the calendar for critical meetings and bonding events, ensuring they occur with proper preparation and smooth logistics 
• Ensure seamless on-site execution, managing staff, vendors, and participant communication.
• Enable team to scale by ensuring no critical documents or processes fall through the cracks, including:
• Bring a mindset for process improvement to all things, suggest more efficient ways to conduct core executive operations

This role does not:

• Support executives outside of professional requirements (no personal support)
• Report to Executives within the Life Sciences Team. You will report to the Executive Assistant Manager and work closely with the Executive Assistant team.

What You Will Bring to the Table:

• At least 3+ years prior experience in an administrative assistant role supporting SVPs and higher level Execs is highly valuable, especially if some of that experience is at larger companies (2,000+ employees) 
• World-class attention to detail: names are spelled correctly, time-zones are accurate, you proofread all your work by default.
• Professional and helpful: you are accessible yet appropriately distanced, you offer help proactively when needs arise without aggressively inserting yourself. You feel comfortable knowing when to make decisions without all the necessary input (“ask for forgiveness rather than permission”), and when to wait or escalate,
• Extremely well organized: you have a system to track key activities, you predict future needs and preempt them, you proactively follow up on all open items, no tasks fall through the cracks
• Fast response time, especially to requests from your Executives and when coordinating meetings with external parties
• Generally answer all direct Executive needs/questions within 4 hours between 8am and 6pm EST on work days
• Some responsiveness over evenings/weekends is expected (don’t ‘go dark’ from Friday 5pm to Monday 8am)
• On occasion, long hours, weekend work, and on-call support may be needed. Ideally these needs are seen in advance and can be discussed.
• Follow up with external parties regarding coordination/scheduling should happen within 12 hours (OK if meeting arrangement is not finalized, but must acknowledge request and start conversation same day)
• You understand and respect confidentiality
• Ability to travel throughout the year for Leadership and EA offsites

To ensure the safety of patients and staff, many of our clients require post-offer health screenings and proof and/or completion of various vaccinations such as the flu shot, Tdap, COVID-19, etc. Any requests to be exempted from these requirements will be reviewed by Datavant Human Resources and determined on a case-by-case basis. Depending on the state in which you will be working, exemptions may be available on the basis of disability, medical contraindications to the vaccine or any of its components, pregnancy or pregnancy-related medical conditions, and/or religion.

This job is not eligible for employment sponsorship.

Datavant is committed to a work environment free from job discrimination. We are proud to be an Equal Employment Opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status. To learn more about our commitment, please review our EEO Commitment Statement here. Know Your Rights, explore the resources available through the EEOC for more information regarding your legal rights and protections. In addition, Datavant does not and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay. 

At the end of this application, you will find a set of voluntary demographic questions. If you choose to respond, your answers will be anonymous and will help us identify areas for improvement in our recruitment process. (We can only see aggregate responses, not individual ones. In fact, we aren’t even able to see whether you’ve responded.) Responding is entirely optional and will not affect your application or hiring process in any way.

Datavant is committed to working with and providing reasonable accommodations to individuals with physical and mental disabilities. If you need an accommodation while seeking employment, please contact us at peopleteam@datavant.com. We will review your request for reasonable accommodation on a case-by-case basis.