Location: North Brunswick, NJ (in-person position)
Position Type: Full-Time, Exempt
About Sonder Research X: Sonder Research X is an innovative early-stage biotechnology company focused on developing advanced diagnostic solutions using imaging and multi-omics technologies. Our team combines scientific and operational rigor to advance next-generation approaches to disease detection and monitoring.
We are a collaborative and fast-moving organization that values professionalism, attention to detail, and a supportive workplace environment for both our team and the collaborators, investors, and partners who regularly visit our facility.
Position Overview
We are seeking a polished, highly organized Administrative Assistant and Office Experience Coordinator to support the day-to-day operations at our headquarters and coordinate administrative support for our leadership and scientific teams.
This role combines executive-level administrative support with workplace coordination, ensuring a functional, well-organized environment for employees, collaborators, investors, and visiting partners while supporting leadership productivity and day-to-day operational efficiency.
Key Responsibilities
Executive & Team Administrative Support
- Provide administrative coordination for senior leadership and scientific team members, including calendar management, meeting scheduling, and travel coordination as needed.
- Coordinate meeting logistics, including scheduling, agenda preparation, and distribution of relevant materials to ensure meetings run efficiently.
- Track meeting follow-ups and action items as appropriate to ensure timely coordination across leadership and scientific teams.
- Assist with preparing meeting materials, presentations, and internal documentation.
- Support the preparation and submission of expense reports when required.
- Support the coordination of leadership meetings and investor visits.
- Maintain designated company email inboxes and assist with routing internal or external inquiries as appropriate.
- Coordinate corporate training administration, including managing training platforms such as Coursera and supporting communications with external training vendors.
Office Experience & Hospitality
- Maintain a consistently professional, welcoming, and well-organized office environment for staff and visitors.
- Ensure common areas, meeting rooms, and the kitchen space remain clean, organized, and fully stocked throughout the day.
- Oversee snack and beverage programs and maintain presentation consistent with Sonder’s professional environment.
- Coordinate catered lunches for team meetings, Lunch & Learn sessions, and visits from investors, collaborators, and external partners.
- Coordinate visitor logistics for investors, collaborators, and external partners, ensuring meetings and related arrangements are well organized.
- Monitor the overall appearance of the office space and coordinate with cleaning staff or vendors to address issues promptly.
- Ensure conference rooms and shared meeting spaces are prepared for internal and external meetings, including room setup and coordination of presentation materials when needed.
- Coordinate with facilities and service vendors to support daily office operations and address service needs as they arise.
- Assist with ordering and tracking office supplies and coordinating deliveries, including approvals and order receipts.
- Assist with Accounts Payable and other procurement functions.
- Coordinate onboarding logistics for new employees, including preparation of workspaces, coordination of equipment setup, and distribution of welcome materials to ensure new hires feel supported and prepared for their first day.
- Manage company welcome materials and branded merchandise, including ordering, inventory management, and distribution of company swag or branded items for new hires, visitors, and company events.
Lab Operations Support
- Partner with the Lab Manager to ensure the facility remains in a constant operational readiness
- Assist with ordering and tracking Lab supplies and equipment, and coordinating deliveries, including approvals and order receipts.
- Manage incoming and outgoing mail and packages, including distributing them to staff and coordinating with shipping carriers as needed.
- Coordinate shipping logistics for documents, equipment, or materials as needed.
Communications & Internal Events
- Manage the preparation and distribution of the company’s internal newsletter.
- Support planning and coordination of company events, team gatherings, and internal meetings.
- Assist with preparing materials and logistics for company announcements and internal communications.
- Coordinate conference room setup, catering, and presentation support for internal meetings and company events when required.
Requirements
Qualifications:
- Bachelor’s degree preferred.
- 5+ years of experience in administrative coordination, executive support, office operations, or hospitality-oriented professional environments.
- Experience supporting senior leaders or teams in fast-paced organizations.
- Exceptional organizational skills and attention to detail.
- Strong interpersonal and communication skills with a professional and service-oriented approach.
- Ability to manage multiple priorities while maintaining discretion and professionalism.
- Proficiency with Google Workspace and modern office productivity tools.
Preferred Attributes
- Experience working in a startup, biotechnology, life sciences, or professional services environment.
- Experience supporting office operations, workplace coordination, or hospitality-oriented environments.
- Comfort interacting with executives, investors, collaborators, and visiting partners.
- A proactive mindset with the ability to identify operational needs and take initiative to address them.
- Comfort using modern productivity tools, including AI-enabled tools, to support administrative efficiency and coordination.
Benefits
The comprehensive benefits package includes medical, dental, and vision coverage, generous paid time off, a 401(k), an annual professional development budget, and a Coursera subscription.
