Executive Assistant and Workplace Experience Coordinator

Company Summary

At Apriori Bio, our cutting-edge platform, Octavia™, is a fully-integrated, closed-loop engine functioning as a 'Bio-OS' for advanced biotech innovation and biodefense. This biology-enabled AI/ML platform transforms complex biological data into actionable intelligence to map viral fitness landscapes, predict immune escape trajectories, and enable the rapid, modular design of variant-resilient immunological therapies, including vaccines, antibodies, and next-generation immunogens.

Position Summary

Apriori Bio is seeking an EA/Workplace Office Coordinator or to keep our office running smoothly and welcoming for our team of wet lab scientists and computational experts. This role owns the day to day office environment, including facilities upkeep and vendor relationships, visitor management, onboarding and offboarding logistics, and office events, and serves as the central point of contact between HR, IT, Finance, and Operations on all workplace matters. It's a great fit for someone organized, personable, and hands on who takes pride in creating a great place to work.

Responsibilities

• Oversee the day-to-day office environment, including layout, cleanliness of common areas, and overall physical upkeep, to ensure a welcoming and functional workspace
• Manage kitchen and office supply inventory, including ordering, restocking, and vendor coordination, to keep the office fully stocked and running smoothly
• Serve as the primary point of contact for all visitors and guests, managing check-in, building access, badging, parking, and ensuring a professional and warm welcome
• Manage relationships with building management, facilities vendors, and service providers — including cleaning, maintenance, catering, and office supplies — handling contracts, day-to-day coordination, and issue resolution
• Plan and execute office events, including team lunches, all-hands meetings, seasonal gatherings, and culture-building activities, managing all logistics end-to-end
• Coordinate catering and food orders for meetings and working sessions, managing dietary requirements and vendor relationships
• Provide light calendar management and logistical support for senior leaders, including meeting scheduling, conference room booking, and advance preparation of spaces and materials
• Coordinate new hire onboarding and employee offboarding, including desk setup, access card issuance and deactivation, welcome kits, office orientation, and equipment retrieval
• Serve as the central coordination point between HR, IT, Finance, and Operations on office-related matters, and maintain office-wide communications for facilities updates, events, and building notices

Qualifications

• 5+ years of experience in office management, workplace experience, facilities coordination, executive support, or a similar operations role, ideally in a fast-paced startup or lab-based environment
• Strong organizational skills with the ability to juggle multiple priorities, vendors, and deadlines simultaneously
• Excellent interpersonal and communication skills, with a professional, welcoming demeanor toward employees, visitors, and external partners
• Demonstrated experience managing vendor relationships and contracts, including negotiating, tracking service agreements, and resolving day-to-day issues
• Comfort with budget tracking and invoice processing, and familiarity with expense management or procurement tools
• Proficiency with common productivity and calendar tools (e.g., Google Workspace or Microsoft 365) for scheduling and communications
• Experience coordinating onboarding/offboarding logistics, including access systems, equipment, and orientation processes
• A proactive, hands-on, "no task too small" attitude, with sound judgment about when to escalate issues
• Discretion and professionalism when supporting senior leadership and handling confidential or sensitive matters
• Experience in a life sciences, biotech, or lab-based office is a plus, given the mixed wet-lab/computational environment
• Bachelor's degree preferred, or equivalent professional experience

About Flagship

Flagship Pioneering is a biotechnology company that invents and builds platform companies, each with the potential for multiple products that transform human health or sustainability. Since its launch in 2000, Flagship has originated and fostered more than 100 scientific ventures, resulting in more than $90 billion in aggregate value. Many of the companies that Flagship has founded have addressed humanity’s most urgent challenges: vaccinating billions of people against COVID-19, curing intractable diseases, improving human health, preempting illness, and feeding the world by improving the resiliency and sustainability of agriculture.  Flagship has been recognized twice on FORTUNE’s “Change the World” list, an annual ranking of companies that have made a positive social and environmental impact through activities that are part of their core business strategies and has been twice named to Fast Company’s annual list of the World’s Most Innovative Companies. Learn more about Flagship at www.flagshippioneering.com. 

At Flagship, we recognize there is no perfect candidate. If you have some of the experience listed above but not all, please apply anyway. Experience comes in many forms, skills are transferable, and passion goes a long way. We are dedicated to building diverse and inclusive teams and look forward to learning more about your unique background. 

Recruitment & Staffing Agencies: Flagship Pioneering and its affiliated Flagship Lab companies (collectively, “FSP”) do not accept unsolicited resumes from any source other than candidates. The submission of unsolicited resumes by recruitment or staffing agencies to FSP or its employees is strictly prohibited unless contacted directly by Flagship Pioneering’s internal Talent Acquisition team. Any resume submitted by an agency in the absence of a signed agreement will automatically become the property of FSP, and FSP will not owe any referral or other fees with respect thereto.

The salary range for this role is $88,000 - $120,000. Compensation for the role will depend on a number of factors, including a candidate's qualifications, skills, competencies, and experience. Apriori Bio, Inc. currently offers healthcare coverage, annual incentive program, retirement benefits and a broad range of other benefits. Compensation and benefits information is based on Apriori Bio, Inc.'s good faith estimate as of the date of publication and may be modified in the future.

Pay Range: 88000.0 - 120000.0 USD