Executive Assistant

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 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. Why work for Cambridge Innovation Institute? We are resilient, progressive, growing, open-minded and friendly! We believe employees should be recognized and rewarded for superior effort. Our environment is inclusive and very fast-paced, and our staff are tremendously dedicated. 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 disability insurance. We have a 401(k) with matching company contributions. CII Celebrates Diversity! We welcome all qualified applicants without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, disability, status as a protected veteran, or any other characteristic protected by applicable federal, state, or local law. About Cambridge Innovation Institute ( 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!

Created: 2025-08-15