Operations Associate & Receptionist

Job Description

Job Description

Operations Associate & Receptionist

The Operations Associate & Receptionist is responsible for managing day-to-day office and facilities operations, coordination, and front-of-house responsibilities in an active and fast-paced environment. This role serves as a key operational point of contact for employees, visitors, vendors, and external partners, while also providing administrative and executive assistant support to senior leaders as needed.

This is a full-time, regular position located at Visterra’s facility in Waltham, MA. The hours will be Monday through Friday from 8:30 AM – 5:00 PM.

Key duties and responsibilities:              

Office & Facilities Operations

• Manage daily office and facilities operations across office and lab environments.
• Coordinate with vendors related to office services, maintenance, supplies, and facilities needs.
• Identify, troubleshoot, and resolve operational issues; escalate appropriately when required.
• Support office expansion or reconfiguration initiatives, as well as increased operational complexity as the company demands evolve.

Reception & Visitor Management

• Serve as the primary point of contact for visitors, guests, and external partners.
• Manage the digital security badging system and visitor logs to ensure a safe and secure office environment.
• Coordinate meetings, including deliveries for lunches and meals, visitor logistics, and day-to-day traffic through the office.
• Maintain a professional, welcoming, and organized front-of-house environment.

Operational Support & Issue Management

• Act as primary point of contact for day-to-day operational questions, issues, and requests.
• Professionally handle complaints, ad-hoc requests, and unexpected situations.
• Communicate updates clearly and in a timely manner to relevant stakeholders.

Executive Assistant Support

• Provide administrative and executive assistant support to select senior leaders.
• Assist with scheduling, coordination, and ad-hoc administrative tasks as needed.
• Support leadership by anticipating needs and helping manage day-to-day operational details, and ad hoc events.

General Administrative & Operational Support

• Manage office supplies, inventory, and ordering processes to support daily office and lab operations.
• Manage shipment and delivery of Company outgoing and incoming packages, including accurate daily logging of office and lab deliveries.
• Support onboarding logistics and general office coordination.
• Maintain organization, documentation, and operational consistency.

Minimum Qualifications

• Bachelor’s degree required.
• At least 1+ years of experience in office operations, facilities, or administrative roles.
• A positive, professional, approachable attitude; exceptional interpersonal and communication skills and the ability to build professional rapport with staff, executives, board members, and visitors at all levels.
• Demonstrated ability to operate independently and manage competing priorities.
• Ability to regularly handles confidential and proprietary information with utmost discretion.
• Strong organizational and communication skills with demonstrated ability to prioritize and work independently.
• Proficient skills in Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Teams.
• Experience working in an ERP or receiving system helpful but not required.
• Demonstrated ability to anticipate needs and issues before they arise, proactively identify solutions and work independently and collaboratively to problem-solve conflicts.
• Comfortable working in a growing, dynamic environment with evolving needs

Company

Visterra is a clinical stage biotechnology company committed to developing innova­tive biologic therapies (monoclonal antibodies and therapeutic muteins) for the treatment of kidney diseases, with an immuno-nephrology focus in drug development. Our proprietary technology platform enables the design and engineering of precision antibody or protein-based drug candidates to modulate key disease targets. We are de­veloping a robust pipeline of novel therapies for patients with unmet needs.

Visterra is a wholly owned subsidiary of Otsuka America, Inc., which is a U.S. holding company subsidiary of Otsuka Pharmaceutical Co., Ltd. of Japan. Visterra has approximately 100 employees, and is located in Waltham, Massachusetts.

Visterra provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.