Administrative Coordinator

2 months ago

Cambridge, United States The AI Institute Full time
Our Mission

Our mission is to solve the most important and fundamental challenges in AI and Robotics to enable future generations of intelligent machines that will help us all live better lives.

We are looking for a highly-organized person with an interest in making an impact

across the entire Institute. The Administrative Coordinator will be responsible for delivering

excellent administrative support to members of our Leadership Team as well as providing

general administrative support to other initiatives at our fast-paced growing organization. This is

a fully onsite role based in Cambridge, Mass. with primary working hours roughly between the

hours of 9AM to 5PM Monday through Friday.

What you will do
    • Manage complex, rapidly shifting calendars.
    • Provide administrative support to two Senior members of our Leadership team, such as scheduling meetings, tracking workflow, preparing agendas, completing expense reports and taking meeting minutes.
    • Coordinate in-person and virtual meetings, international and domestic travel, accommodations and logistics.
    • Greet guests and provide general administrative support to employees.
    • Serve as the primary point of contact for all external visitors including, but not limited to: escorting guests as needed to and from meetings, collaborating with Landlord with regard to visitor exceptions, managing our visitor system (Envoy), managing parking validation/process
    • Collaborate with other administrative staff to organize internal and external special events/parties.
    • Provide administrative support as-needed for company-wide meetings.
    • Serve as primary back-up for Executive Assistant and other administrative colleagues as-needed.
What you will need
    • 7+ years of executive administration work experience
    • Proficient in both Microsoft Office and Google GSuite.
    • Strong organizational skills that reflect ability to perform and prioritize multiple complex tasks.
    • Excellent verbal and written communicator with the ability to interact with people of all levels in a confident, professional manner.


We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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