Executive Support Specialist

22 hours ago


Cambridge, Massachusetts, United States The AI Institute Full time

We are seeking a skilled Executive Support Specialist to join our team at The AI Institute in Cambridge, Mass. This is a fantastic opportunity for a highly-organized individual with excellent communication skills and experience in executive administration.

">About the Job

As an Executive Support Specialist, you will provide administrative support to members of our Leadership Team, ensuring seamless day-to-day operations. Your primary responsibilities will include managing complex calendars, scheduling meetings, tracking workflow, preparing agendas, completing expense reports, and taking meeting minutes. You will also coordinate in-person and virtual meetings, international and domestic travel, accommodations, and logistics. Additionally, you will serve as the primary point of contact for all external visitors, including escorting guests as needed, collaborating with the landlord regarding visitor exceptions, managing our visitor system (Envoy), and managing parking validation processes.

You will have the opportunity to collaborate with other administrative staff to organize internal and external special events/parties, providing administrative support as-needed for company-wide meetings. Furthermore, you will serve as the primary backup for the Executive Assistant and other administrative colleagues as-needed.

Requirements

To be successful in this role, you will need:

  • 7+ years of executive administration work experience
  • Proficient in both Microsoft Office and Google GSuite
  • Strong organizational skills that reflect your ability to perform and prioritize multiple complex tasks
  • Excellent verbal and written communication skills with the ability to interact with people of all levels in a confident, professional manner
Why Join Us?

The AI Institute offers a competitive salary and comprehensive benefits package, ongoing professional development and training opportunities, a dynamic and supportive work environment, and the chance to make a meaningful impact in the field of artificial intelligence and robotics.



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