Cambridge Innovation Institute (CII) is seeking an extremely organized Executive Assistant & Project Coordinator with impeccable communication skills.
The Executive Assistant & Project Coordinator is a mid-level administrative role that will support our company CEO and the head of Business Operations. The ideal candidate will be able to provide stellar day-to-day support for the CEO, as well as coordinate recurring and special projects.
We are looking for a self-motivated and dependable individual who can tackle a dynamic and challenging to-do list. Daily tasks include everything from developing key documents and presentations, assisting with corporate communications, coordinating with staff at all levels across the company, and maintaining the CEO’s calendar.
It is a lot to juggle, but it is never boring! This role will offer a critical interface with the Executive Team, the company as a whole, and our external stakeholders. A successful candidate will bring a high level of professionalism, curiosity, a can-do attitude, and a sense of humor. They will also be able to work from our office in Needham, MA, on average one day a week.
Role Responsibilities:
- Proactively manage and maintain the CEO's complex calendar, including scheduling internal and external meetings and coordinating travel
- Prioritize meeting requests and ensure all necessary information is provided in advance
- Promptly reschedule appointments as needed and communicate changes effectively
- Process CEO’s expense reimbursement requests
- Draft, proofread, and edit internal and external communications, presentations, and reports
- Coordinate with various departments and staff at all levels throughout the organization
- Manage a calendar of company-wide, employee-led trainings, including identifying topics, inviting trainers, coordinating schedules, and hosting sessions
- Assist in the coordination and tracking of cross-functional strategic initiatives, including scheduling meetings, preparing materials and tracking action items
- Support the documentation of new and existing processes and procedures
- Assist in the evaluation of new software and technology platforms, including AI tools
- Help organize company events, including social gatherings at the office and off-sites
- Handle sensitive information with the utmost confidentiality and discretion
- Additional special projects, as assigned
Qualifications and Skills:
- 3+ years’ experience as an administrative assistant, preferably working at the executive level
- Bachelor’s Degree or equivalent
- Work from our office in Needham, Massachusetts, on average one day a week
Personal qualities:
- Passionate about helping others, and believes no job is too big or too small
- Professional, discrete and level-headed
- Highly self-motivated and dependable
- Proactive and resourceful, anticipating needs and taking initiative to solve problems independently
- Meticulous and accurate in all work, with a strong eye for detail
- Exceptional organizational, prioritization and time-management skills
- Effective team player, able to support and take direction from numerous sources, including CEO and other senior managers
- Excellent verbal and written communication and interpersonal skills
- Ability to manage up, prioritize competing deadlines and pivot quickly when needed
- High degree of digital and computer literacy, including learning new and custom applications
Technical skills:
- Intermediate to Advanced Microsoft Office – Outlook, Word, Excel, PowerPoint, Teams
- Zoom
Compensation: approximately $85,000 - $95,000 to start, including salary, bonus, and company profit share. Commensurate with experience.
Work authorization: This employer will use E-Verify to confirm work authorization for new employees.
To apply, please send résumé to:
Deborah Shear
Head of Business Operations
dshear@cambridgeinnovationinstitute.com