Administrative Assistant, Product Organization

Pilot Thomas Logistics•Boston, MA

17h•Hybrid

About The Position

The Administrative Assistant to the Products Organization will provide high-level administrative and operational support to two senior leaders across Products Planning/Operations and R&D Engineering. This role is designed for someone who can manage complex operating rhythms, coordinate executive and cross-functional meetings, support leadership forums, and keep critical workflows moving with strong judgment, discretion, and follow-through. The ideal candidate is highly organized, proactive, comfortable working across global teams, and able to balance tactical execution with thoughtful operational support.

Requirements

Ability to assess urgency, importance, and appropriate escalation and take action.
High level of discretion when handling sensitive personnel, budget, program, and leadership materials.
Proactive mindset with the ability to anticipate needs, identify conflicts early, and keep workstreams moving.
Strong systems fluency, including Outlook, Teams, IT Worx, Concur, SharePoint, and capacity tools.
Comfort working with global teams, including India and EMEA touchpoints, with cultural awareness and flexibility when off-hours coordination is needed.
Excellent organizational, communication, and follow-up skills, with the ability to manage multiple priorities across two senior leaders and several cross-functional groups.

Nice To Haves

The ideal candidate is a trusted operational partner who brings structure, calm, and consistency to a fast-moving Products organization.
They are comfortable managing details, tracking commitments, coordinating across stakeholders, and keeping leaders prepared for key meetings, decisions, and events.
They can work independently, handle sensitive information appropriately, and build strong relationships across administrative, product, engineering, and external partner teams.
We are also open to candidates who are earlier in their administrative careers and looking to take the next step into a true Executive/Administrative Assistant role supporting leaders within a software company.
The right candidate will demonstrate strong organizational skills, sound judgment, a proactive mindset, and a desire to grow in a dynamic, fast-paced environment.

Responsibilities

Manage the CPO Management Operating System calendar and Product Management Guild, including leadership reviews, staff meetings, portfolio operations, planning cycles, and key governance forums.
Coordinate executive and cross-functional meetings, including scheduling, attendee management, logistics, and meeting communications.
Drive meeting readiness by tracking presenters, collecting pre-reads, managing deadlines, and distributing materials.
Support Product Management Guild & R&D Guild meetings through agenda coordination, action tracking, and follow-up communications.
Generate and distribute meeting minutes, action items, and summaries using established AI-enabled processes.
Maintain operating system artifacts, action trackers, annual topic plans, distribution lists, and meeting documentation.
Coordinate Product Management Guild & R&D Guild events, workshops, and special programs, including agendas, logistics, venue coordination, catering, and social activities.
Partner with executive assistants, product leaders, operations teams, and external partners to ensure smooth execution of the Products organization operating rhythm.
Support approval workflows, including OBDs, credit requests, and team travel, ensuring timely routing, tracking, and escalation as needed.