Administration Specialist

Brief Description Petauri Office Administrator or Administrative Specialist Part-time, on-site role (NYC office) working three days per week, approximately 10:00 a.m.–3:00 p.m.

Overview

At Petauri, we transform healthcare challenges into opportunities, driving better outcomes for all. Our integrated solutions are tailored to meet the unique needs of our clients throughout the therapeutic life cycle. Our why is to establish clinical and economic value, optimize access and awareness, and accelerate the delivery of life-changing treatments to patients. The Administrative Specialist is a highly organized, proactive individual responsible for ensuring the smooth operation of office logistics, executive administration, and internal communications. This role serves as the central point of contact for office management, administrative support, event coordination, and technology administration, providing vital assistance to staff, leadership, and external partners

Responsibilities

Overall Engagement

• Maintain a welcoming, well-stocked office environment by ordering and replenishing office supplies.
• Coordinate weekly/daily group lunches and catering to support team meetings and events.
• Support mail and shipping needs, including incoming and outgoing packages.
• Greet and support visitors, oversee guest access, and coordinate visitor logistics.
• Maintain cleanliness in conference rooms and shared spaces communicate updates to staff as needed.
• Coordinate office access needs (badges/keys as applicable) and support day-to-day workspace readiness.

Cross Functional Collaboration

• Partner with building management, maintenance staff, and vendors to relay, track, and resolve facility-related issues.
• Maintain shared tools and access (Teams, listservs, shared email, shared calendars, etc.) in coordination with Petauri IT.
• Coordinate the development and distribution of internal and client communications (e.g., announcements, meeting invitations, holiday cards) as needed.
• Maintain an inventory of office equipment and supplies; coordinate with IT and stakeholders on provisioning, returns, and replacements as needed.
• Coordinate workplace safety and compliance items (e.g., emergency supplies, posted notices, drills) in partnership with building management and internal leadership.
• Ad hoc administrative and project support

Leadership

• Own office and meeting room scheduling processes (desk reservations, room bookings, and schedule accuracy) to optimize space utilization and support a flexible work environment.
• Coordinate logistics for recurring and special meetings (on-site and off-site), including venue selection, accommodation, travel, catering, materials, and technology needs.
• Draft and send meeting communications and invitations; distribute agendas and follow-up notes as needed.
• Plan and execute events and activities of varying scale—from small team gatherings to larger organizational celebrations—ensuring strong stakeholder coordination and seamless onsite delivery.
• Serve as a trusted point of contact for day-to-day office issues, escalating risks and proposing solutions to leadership as appropriate.
• Serve as the floor Fire Warden.

Finance

• Monitor office expenses and support basic budgeting and reconciliation processes.
• Track administrative and office-related purchases (e.g., supplies, catering, services) and coordinate with internal stakeholders as needed to support timely processing.
• Prepare and submit invoices, receipts, and supporting documentation for processing; track status and follow up as needed.
• Support office vendor renewals and recurring services by maintaining renewal dates and confirming approvals.
• Maintain organized records for office purchases and administrative expenses to support audits, reporting, and budgeting.

Requirements

• 1–3 years of experience in office administration, administrative support, workplace operations, or a similar role.
• Exceptional organizational and time-management skills; able to manage multiple priorities simultaneously in a fast-paced environment.
• Proactive problem-solver with strong attention to detail with commitment to service excellence.
• Excellent communication skills (verbal and written); comfortable interacting with all levels of staff, external partners, and vendors.
• Technologically proficient; comfortable using Microsoft Office and collaboration tools and managing access to shared digital platforms.
• Demonstrated ability to coordinate meetings/events, handle correspondence, and manage office supplies and vendor relationships.
• Ability to work independently, anticipate needs across teams, and ensure consistent follow-through.
• Exposure to event planning, scheduling, and basic financial tasks (e.g., invoice processing or expense tracking) is a plus