Office CEO Coordinator

Position: Office of the CEO Coordinator
This role is located in Somerville, MA - We are a hybrid work environment and this role requires in office presence 4-5 days per week.

Tulip, the leader in AI-native frontline operations, is helping companies around the world equip their workforce with composable, connected apps, leading to higher quality work, improved efficiency, and end-to-end traceability across operations. Tulip's cloud-native, no-code platform, powered by embedded AI, is driving the digital transformation of industrial environments through composable, human-centric solutions that go beyond disrupting the Manufacturing Execution System (MES) category.

A spinoff out of MIT, Tulip is headquartered in Somerville, MA, with offices in Germany, Hungary, Singapore, and Israel. Tulip has been recognized as a World Economic Forum Global Innovator, a 2024 Deloitte Technology Fast award winner, one of Energage's Top Workplaces USA, and one of Built In Boston's "Best Places to Work" and "Best Midsize Places to Work."

About You:

You thrive in the eye of the storm - calm, organized, and two steps ahead even when the calendar shifts at the last minute. You take pride in making complex logistics look effortless, and you understand that behind every well-run executive is someone quietly ensuring nothing falls through the cracks. You're a critical thinker with an exceptional eye for detail, a strong work ethic, and a natural love of organization.

You don't wait to be told what to do - you anticipate, prioritize ruthlessly, and bring sound judgment and discretion to every interaction with the CEO, COO, and the broader executive team.

What Skills Do I Need?

* 3-5+ years of experience in executive support, operations, or coordination - with direct exposure to C-suite executives or a similarly high-velocity environment.

* Proven ability to manage competing priorities with confidence, composure, and sound judgment - proactive by nature, not reactive.

* Superb organizational skills and an obsessive attention to detail, with a high level of discretion and commitment to confidentiality.

* Excellent verbal and written communication skills, with the ability to represent executives professionally across all interactions.

* Strong working knowledge of Google Suite, Slack, and Atlassian tools; proficiency with AI tools is required, along with a genuine curiosity and drive to continue learning.

* Experience in a startup or high-growth company is required.

Key Responsibilities:

Calendar & Schedule Management

* Own complex calendar management for the CEO and CxO members of the Executive Team, strategically prioritizing and optimizing time across internal and external engagements.

* Anticipate scheduling conflicts and resolve them proactively, with a clear understanding of business priorities and executive preferences.

* Implement processes and systems that maximize executive productivity and protect focused time.

* Coordinate internal and external meeting requests, including recruiting and cross-functional scheduling, with speed and accuracy.

* Stay one step ahead - monitor upcoming commitments and flag anything that requires preparation, follow-up, or executive attention.

Communications & Executive Representation

* Act as a central point of contact for CEO and Executive Team communications via phone and email, representing executives with professionalism and discretion.

* Draft, review, and route correspondence on behalf of the executive team, ensuring accuracy and appropriate tone across all channels.

* Manage information flow in a timely manner, ensuring the right people have the right context at the right time.

* Build trusted relationships with internal teams, external partners, customers, and investors through consistent, high-quality communication.

Meeting, Event & Logistics Management

* Lead end-to-end preparation for executive meetings - coordinating schedules, sending invitations, arranging spaces, managing tech setup, ordering food, greeting visitors, and distributing briefing materials.

* Own logistics for leadership onsites, offsites, and Board meetings, including room bookings, IT/AV coordination, catering, dinner reservations, and materials distribution.

* Participate in meetings as needed to capture minutes and proactively follow up on action items with stakeholders across the organization.

* Support coordination of executive visits and external engagements, ensuring a seamless experience from arrival to departure.

Travel & Expense Operations

* Book and coordinate all executive travel - flights, hotels, ground transportation, and dining - with accuracy and attention to preference.

* Consolidate all logistics into clear, detailed itineraries that anticipate needs before they arise.

* Manage timely submission and tracking of executive expenses and budget reporting.

* Support light recruiting coordination for the CEO Office, including scheduling and candidate logistics, as needed.

Anything It Takes

* Show up as a true partner to the CEO Office - willing to roll up your sleeves, jump into…