ZipRecruiter
Executive Assistant & Project Coordinator
ZipRecruiter, Needham Heights, Massachusetts, us, 02494
Job DescriptionJob Description
EXECUTIVE ASSISTANT & PROJECT COORDINATOR
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, Head of Business Operations, 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, inclusive of salary, bonus, and company profit share. Commensurate with experience.
Work authorization : This employer will use
E-Verify
to confirm work authorization for new employees.
Why work for Cambridge Innovation Institute?
CII is the most resilient, progressive, growing, open-minded and friendly company in the conference business! Our environment is inclusive and very fast-paced, and our staff are tremendously dedicated. We believe employees should be recognized and rewarded for superior effort...and superior effort abounds! Other pluses:
We actively promote training and career development at all levels of experience and responsibility.
We are committed to work/life balance, offering flexible scheduling, generous paid leave, and employee wellness programs.
We provide excellent pay and incentives, including company profit share.
We offer health, dental, and vision insurance, FSA plan, and company-paid life and insurance.
We have a 401(k) with matching company contributions.
CII Celebrates !
We welcome all qualified applicants without regard to , , , , , , , , , status as a protected veteran, or any other characteristic protected by applicable federal, state, or local law.
About
Cambridge Innovation Institute
(https://www.cambridgeinnovationinstitute.com/)
CII delivers cutting-edge information through conferences, publications and training to forward-thinking leaders, innovators, and senior executives from life science, technology, and energy industries. We focus on high-technology fields where research and development are essential for the advancement of innovation. Please visit our website for more detail.
We look forward to hearing from you!
EXECUTIVE ASSISTANT & PROJECT COORDINATOR
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, Head of Business Operations, 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, inclusive of salary, bonus, and company profit share. Commensurate with experience.
Work authorization : This employer will use
E-Verify
to confirm work authorization for new employees.
Why work for Cambridge Innovation Institute?
CII is the most resilient, progressive, growing, open-minded and friendly company in the conference business! Our environment is inclusive and very fast-paced, and our staff are tremendously dedicated. We believe employees should be recognized and rewarded for superior effort...and superior effort abounds! Other pluses:
We actively promote training and career development at all levels of experience and responsibility.
We are committed to work/life balance, offering flexible scheduling, generous paid leave, and employee wellness programs.
We provide excellent pay and incentives, including company profit share.
We offer health, dental, and vision insurance, FSA plan, and company-paid life and insurance.
We have a 401(k) with matching company contributions.
CII Celebrates !
We welcome all qualified applicants without regard to , , , , , , , , , status as a protected veteran, or any other characteristic protected by applicable federal, state, or local law.
About
Cambridge Innovation Institute
(https://www.cambridgeinnovationinstitute.com/)
CII delivers cutting-edge information through conferences, publications and training to forward-thinking leaders, innovators, and senior executives from life science, technology, and energy industries. We focus on high-technology fields where research and development are essential for the advancement of innovation. Please visit our website for more detail.
We look forward to hearing from you!