Office Operations Manager

Location: Boston, MA (On-site)Reports to: CEO & COOAbout LumiaLumia is building the next evolution in wearable health technology, as smart earrings. We translate complex physiological signals into clear, actionable insights that help people better understand and manage their bodies. Our product sits at the intersection of hardware, software, machine learning, and physiology.We began by serving people with POTS, ME/CFS, Long COVID, orthostatic intolerance, and related blood flow disorders, deeply underserved communities actively searching for better tools. As we scale, we are expanding into a broader consumer wellness platform while maintaining the technical depth and scientific rigor that make Lumia different.Our founding team includes repeat entrepreneurs and ex-Bose engineers. We move quickly, care deeply about quality, and believe the best products come from people with taste, ownership, and strong first-person product conviction.The RoleWe are hiring an Office and Operations Manager to own our day-to-day office operations and keep the team running smoothly as we grow. This is a high-ownership role with immediate impact: we are expanding into a second suite in our building, and this person will lead that transition from day one.This is the role that quietly makes everything else possible. You'll take ownership of the day-to-day logistics, supplies, facilities, the little things that quietly drain focus, so our engineers, scientists, and product team can stay in flow. When the people building our technology aren't distracted by the noise around them, they can do their best work. That work matters, we're building tools for patients who've been let down by the healthcare system. You'll be part of that, too.What Success Looks LikeThe office runs seamlessly: Facilities, supplies, and logistics run without friction or leadership involvement.Office expansion: The transition into our second suite is completed on time and without disruption to the team.The team has more time: The hours saved across engineering, design, and leadership because of this role are measurable and real.Culture is alive: Team events, lunches, all-hands, and celebrations happen on schedule and without last-minute scrambling.Vendors and contracts are managed: Nothing expires or gets missed. Cost-saving opportunities are surfaced proactively.Processes exist and are followed: Core workflows are documented and the team can follow them without needing help.What You Will DoOffice OperationsManage supplies, snacks, shipping, vendors, and facilities on a daily basisKeep the office organized and fully functional without being askedIdentify and resolve issues before they affect the teamLead the buildout and transition into our second suite: coordinate with building management, vendors, movers, and ITTeam and CulturePlan and execute Pastry Fridays, team lunches, birthday celebrations, all-hands, and milestone eventsSupport onboarding logistics for new hiresHelp maintain clear internal communication and team organizationProcess and ToolsDocument workflows for recurring tasks so the team can follow them without needing helpUse tools such as Notion, Slack, and Google WorkspaceIdentify and implement simple automations to reduce recurring manual workBusiness CoordinationTrack and follow up on non-technical action items from team and cross-functional meetingsMaintain a contract and vendor tracking log so nothing expires or gets missedCoordinate with vendors, legal, and finance on routine administrative tasksManage documents, signatures, and key filesWhat We Are Looking For4+ years of experience in office management, operations, or a generalist administrative roleDemonstrated ability to own a physical workspace and keep it running without directionExperience coordinating vendors, logistics, or facilitiesStrong organizational and follow-through skills; nothing slipsComfortable in a fast-paced startup environment where the playbook does not exist yetFamiliarity with Slack, Notion, and Google WorkspaceBonus: experience growing out of pure admin work and into broader operational ownershipCharacteristics of a Strong CandidateOwnership Mentality: You treat the office like it is yours. You notice what is broken, low, or missing without being told and you fix it.Resourcefulness: You find a way. You are allergic to blockers and move toward a good-enough solution without waiting for perfect conditions.Ruthless Prioritization: You have twenty things on your plate at any given time. You triage constantly and never let a low-priority task block a high-priority one.Attention to Detail: You are reliable and thorough. Nothing slips through the cracks and the team trusts you because things are consistently done right.Grit: You can be counted on at crunch time. You hold yourself to a high standard and keep going when things get hard.High EQ and Service Orientation: You genuinely enjoy making other people's lives easier. You are warm, easy to work with, and execute culture moments with care and taste.What It Is Like HereWe are a small team that moves fast. Most of us are in the Boston office every day. We build together in person, eat lunch together, and care about the environment we work in. We hire people who take quality seriously, act on problems rather than flag them, and hold themselves to a high standard. If something is wrong, we fix it. If something can be better, we say so.This role has full ownership from day one. There is no playbook handed to you; you write it. As we grow from 25 to 50 or more people, the scope of this role grows with you.Compensation and BenefitsBase salary: $75,000 to $95,000 depending on experienceEquity grant included as part of total compensation, reflecting that this person is a real team memberHealth insurance and 401k15 days PTO, increasing to 20 at year 3 and 25 at year 5Commuter benefitsPastry Fridays

Created: 2026-05-09