Administrative Assistant/Receptionist en Invivyd

Location: New Haven - This position is onsite, five days per week at Invivyd's New Haven, CT headquarters. Relocation will not be offered.

Invivyd is seeking a full-time Administrative Assistant to support our Commercial organization and serve as Receptionist and Office Coordinator for our New Haven headquarters. This role is critical to ensuring smooth day-to-day office operations, delivering exceptional support to our commercial team, and creating a welcoming environment for employees and visitors. The ideal candidate is highly organized, proactive, and thrives in a fast-paced, dynamic startup environment.

Responsibilities: 

Receptionist/Office Coordinator

• Welcome visitors at the office with a high-level of professionalism, and guide them to conference rooms, offer refreshments and overall create a welcoming environment for those joining us in person for interviews, presentations or other meetings
• Coordinate and organize day-to-day management of the office
• Oversee stock of office supplies and ensure that the office is organized at all times
• Coordinate inbound and outbound office mail
• Communicate with building management and support Facilities Manager in managing relationship with office vendors
• Provide backup assistance as needed to the Executive Assistant to C-level executives
• Make sure regular office needs (snacks, office cleaning, office supplies) are functioning as expected and coordinate with facilities manager and vendors to set up services as needed
• Tidy up office space as necessary
• Manage incoming calls, mail, and deliveries
• Maintain a clean, safe, and organized office environment

Commercial Team Administrative Support

• Provide calendar support and scheduling for commercial team leaders
• Coordinate internal and external meetings, including logistics and travel arrangements
• Process invoices, purchase orders, and expense reports related to commercial activities
• Assist with budget tracking and commercial reporting
• Track project deadlines and follow up to ensure timely completion
• Maintain organized records, ensuring compliance with company policies and standards
• Support ad hoc projects and requests as needed

Requirements:

• 2+ years of experience in administrative, office management, or similar role
• Ability to be in-office in New Haven, CT 5 days per week
• Experience in a startup or high-growth environment strongly preferred
• Strong organizational and multitasking skills with a high level of attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint)
• Familiarity with commercial operations or basic sales processes a plus
• Ability to work independently while also being a strong collaborator
• Professional demeanor and customer service mindset
• Willingness to respond to occasional urgent needs outside of typical office hours
• Positive, can-do attitude and flexibility to adapt as priorities shift