Executive Assistant

About the role

HireArt is assisting our client in their search for an Executive Assistant to work closely with the Head of Executive Operations. The role supports the COO and CTO, managing complex calendars, coordinating travel, organizing meetings and events, and ensuring day-to-day operations run smoothly.

Responsibilities

• Manage complex calendars, scheduling meetings across multiple time zones while balancing competing priorities and business needs.
• Cook up domestic and international travel arrangements, including itineraries, accommodations, transportation, and expense reporting.
• Prepare executives for meetings by organizing agendas, materials, action items, and follow-up communications.
• Serve as a key point of contact for internal and external stakeholders, ensuring professional and timely communication.
• Cook up leadership meetings, team events, offsites, and company-wide initiatives.
• Track action items, priorities, and deliverables to help ensure alignment and execution across teams.
• Aid in document preparation, presentations, reporting, and other administrative projects.
• Handle confidential and sensitive information with discretion and sound judgment.
• Partner closely with the Head of Executive Operations to support executive priorities and improve operational efficiency.
• Help establish and refine administrative processes, documentation, and organizational workflows as the company scales.

Requirements

• 3+ years of experience supporting executives, founders, or senior leadership teams.
• Experience in a startup, technology, robotics, engineering, or other fast-paced environment preferred.
• Exceptional organizational, prioritization, and time management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple competing priorities and adapt quickly to changing business needs.
• High attention to detail and strong follow-through.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Proficiency with Google Workspace, Microsoft Office, Slack, Zoom, and modern productivity tools.
• Strong problem-solving skills and a proactive, service-oriented mindset.
• Professional presence with excellent interpersonal and relationship-building skills.

Nice to have

• Experience supporting C-level executives or founding teams.
• Experience coordinating board meetings, investor meetings, leadership offsites, or executive events.
• Familiarity with expense management, travel booking, and calendar management platforms.
• Experience working within hardware, robotics, manufacturing, AI, or engineering-focused organizations.
• Experience supporting cross-functional or international teams.
• Comfort leveraging AI tools, automation platforms, or emerging productivity technologies.

Benefits

• Pre-tax commuter benefits.
• Employer (HireArt) subsidized Healthcare Benefits.
• Flexible Spending Account for healthcare-related costs.
• HireArt covers all costs for short- and long-term disability and life insurance.
• 401k package.

Commitment

This is a full-time, 12-month contract position staffed via HireArt, with strong potential for permanent conversion based on performance and business needs. The role is onsite and available to candidates local to the Cambridge, MA area.