Executive Assistant

Apply to A Fast Growing AI Robotics Company Executive Assistant

A Fast Growing AI Robotics Company

Full time

Location:

Cambridge, MA, United States

Work environment:
In-person

Expected pay amount: 35.00 - 55.00 USD Per Hour

Schedule:

Monday-Friday, 40 hours a week

12 month contract

Hire Art is helping our client find an Executive Assistant to work closely with the Head of Executive Operations to support the COO and CTO, managing complex calendars, coordinating travel, organizing meetings and events, and helping ensure day-to-day operations run smoothly.

In this role, you’ll interact with internal and external stakeholders, exercise sound judgment when handling sensitive information, and play a key role in supporting a fast-paced and growing organization.

The ideal candidate is detail-oriented, adaptable, professional, and comfortable balancing multiple priorities in an environment where priorities can shift quickly.

As an Executive Assistant, you will:

• Manage complex calendars, scheduling meetings across multiple time zones while balancing competing priorities and business needs.
• Coordinate 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.
• Coordinate leadership meetings, team events, offsites, and company-wide initiatives.
• Track action items, priorities, and deliverables to help ensure alignment and execution across teams.
• Assist with 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.

• 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

• 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
• Flexible Spending Account for healthcare-related costs
• Hire Art covers all costs for short- and long-term disability and life insurance
• 401k package

This is a full-time, 12-month contract position staffed via Hire Art. This position will be onsite and available to candidates who are local to the Cambridge, MA area.

Hire Art values diversity and is an Equal Opportunity Employer. We are interested in every qualified candidate who is eligible to work in the United States. Unfortunately, we are not able to sponsor visas or employ corp-to-corp.