Executive Assistant to CEO

Department: Operations

Employment Type: Full Time

Location: Boston, US

About us

We are Digital Science and we are advancing the research ecosystem.

We are a pioneering technology company, and our vision is of a future where a trusted and collaborative research ecosystem drives progress for all. We believe in better, open, collaborative and inclusive research. In creating the next generation of tools and working in partnership with the community we tackle some of the biggest challenges to research. In order to achieve our vision, we need innovative, inspiring and dynamic people to join our team.

Want to join us?

Your new role

To provide high-level, proactive executive-level administrative and strategic operational support to the CEO and US-based Management Board members of Digital Science. The primary focus of this position is to streamline executive workflows, serve as a trusted operational liaison, and drive cross-functional alignment across senior leadership teams. This role plays a critical part in ensuring maximum operational efficiency across the executive suite.

Key responsibilities include managing complex, global diary and meeting coordination, facilitating seamless communication channels, handling high-priority ad-hoc projects, and fostering robust executive-level collaboration and coordination within Digital Science, its subsidiaries, and the wider group.

Please note - due to business need, we can only accept applications from candidates who reside in the US, where we have an established legal entity.

If you apply from outside of this area, your application will not be considered.

Please be aware that we may close this position early if we receive a high volume of applications, so we encourage you to apply promptly.

• Meeting Management & Scheduling:
  Arranging and managing internal and external meetings on behalf of the CEO and US-based Management Board members - from creating agendas, collaborating with colleagues to prepare meeting content, drafting agenda templates, checking actions are captured and communicated, to booking rooms and providing end-to-end support. This includes scheduling all Management Board meetings, making sure all stakeholders are aligned, and taking lead responsibility for coordinating meetings.
• Diary & Board Support:
  Managing and coordinating diaries across the US-Based Management Board members (as required).
• Travel Coordination:
  Supporting travel arrangements for CEO and US-based Management Board members, including flights, hotels, visa applications, itineraries and managing and recording expenses in Concur.
• Executive Communications & Information Flow:
  Facilitating seamless communication across the Management Board, Executive Team, and wider leadership teams by managing shared repositories, circulating key operational updates, and ensuring company documentation is structured and readily accessible. Partnering with the SVP of Operations to establish and refine executive administration frameworks, while leveraging advanced AI productivity tools to streamline executive correspondence, summarise high-level meetings, and optimise cross-functional information workflows.
• Event & Off-Site Organisation:
  Taking full responsibility for arranging and coordinating Management Board off-site meetings and other off-site events when they fall in their territory. This includes sourcing venues, booking all hotels and restaurants, providing on-site support, coordinating agendas and speakers, and managing invoices.
• Executive Project Support:
  Conducting research, gathering information, taking meeting notes, preparing presentations, and assisting with company software systems (Net Suite, Google Suite, Salesforce, Concur etc.).
• Execu…