Office & Events Administrator
Charlottesville Biohub
CvilleBioHub is seeking a friendly, reliable, and highly organized Office & Events Administrator to support daily operations at our headquarters on the North Fork campus. This role serves as the first point of contact for visitors, ensures the smooth functioning of our office environment, and provides hands-on support for event and program coordination.
This is an essential on-site position that helps maintain a welcoming, professional, and efficient environment for our fast-moving team and broader biotech community.
Key Responsibilities
Office Operations & Environment
- Warmly welcome and assist guests, visitors, and program participants; manage check-in and visitor flow.
- Maintain a clean, organized, and professional office environment throughout common spaces.
- Manage kitchen and supply inventory—including coffee, snacks, office supplies, and event materials—and place restock orders as needed.
- Track inventory, reorder proactively, and maintain relationships with vendors.
- Handle incoming mail, packages, and shipments.
- Organize office, storage, and workspace areas to ensure ease of use and functionality.
- Coordinate facility needs, including scheduling maintenance, repairs, and vendor services.
Administrative Support & Scheduling
- Assist with scheduling team meetings, room reservations, and updating shared calendars.
- Prepare administrative materials such as packets, printed signage, handouts, and basic office documents.
- Support team members with general office tasks and special projects as needed.
Basic Finance & Invoicing Support
- Collect and organize invoices from vendors.
- Submit invoices for processing and follow internal procedures for tracking.
- Track receipts and small expenses related to office supplies and events.
- Support accurate recordkeeping for office-related expenditures.
Event & Program Support
- Assist with setup and tear-down for meetings, workshops, and events (tables, chairs, signage, materials, refreshments).
- Prepare event materials such as name tags, agendas, and check-in sheets.
- Provide guest check-in support and warm, professional hospitality on event days.
- Ensure A/V equipment is set up properly or escalate issues to staff for troubleshooting.
Experience and Qualifications
- Strong organizational, time-management, and multitasking skills.
- Warm, professional presence with excellent customer-service instincts.
- High attention to detail and commitment to maintaining clean, functional spaces.
- Comfort using Google Workspace, Slack, and basic office technology.
- Experience in office administration, hospitality, events, or facilities coordination preferred.
Ideal Competencies
- Enjoys creating an inviting, well-run environment.
- Thrives in a dynamic setting where daily needs may vary.
- Proactive and dependable, with a knack for anticipating needs.
- Friendly, collaborative, and eager to support a mission-driven team.
Pay: $40,000.00 per year
Sector
Job Type
Salary Range
Benefits
- Health insurance
- Paid time off
- Vision insurance
- Health savings account
- Dental insurance
- Flexible spending account
- Life insurance
Address
Upload your resume to apply for this role through CvilleBioHub. If the company accepts applications through email, they will also receive your resume.