Executive Administration Assistant

Irradiant Technologies Inc.•Waltham, MA

1d•$80,000 - $110,000•Onsite

About The Position

We’re looking for an experienced, highly proactive Executive Assistant to partner with our executive team, whilst also owning key office management and workplace operations in our Waltham HQ. This is a high-trust role at the center of the company, ideal for someone who can anticipate requirements, create calm, thorough systems, and thrive in a fast-moving, technical startup. You’ll be responsible for the executive team’s time, travel, and administrative workflows, whilst ensuring the office runs smoothly as we scale up. We are a 30+ person team with added external lab/engineering support, frequent visitors, and shipping/receiving contact.

Requirements

10+ years of senior Executive Assistant experience in start-up environments.
Demonstrated success in a fast-paced environment with shifting priorities and time-sensitive deadlines.
Excellent written/verbal communication; strong attention to detail and follow-through.
High integrity and discretion; proven ability to manage confidential information.
Strong tech/tool fluency (Google Workspace or Microsoft 365, Slack/Teams, Zoom, calendar systems, expense tools).
Comfortable being on-site and “hands-on” with office operations (light lifting, shipments, vendor coordination).
Excellent communication skills in a culturally diverse environment.

Nice To Haves

Experience in a tech start-up and/or hardware, deep tech, semiconductor, optics, photonics, advanced manufacturing or R&D/lab-adjacent environment.
Experience supporting multiple Executives simultaneously (triaging priorities across leaders).
Event planning, trade show coordination, vendor negotiation, and basic budget tracking exposure.
Interest in growing into broader operations leadership over time (e.g., Workplace Ops Lead, Business Operations Lead, Chief of Staff).

Responsibilities

Own complex calendar management across multiple leaders: prioritization, conflict resolution, agenda prep, and follow-ups.
Coordinate internal and external meetings (customers, partners, candidates, investors, advisors), including logistics and materials.
Draft, proofread, and format communications and documents (emails, memos, presentations, meeting notes).
Handle sensitive/confidential information with discretion and excellent judgment.
Act as a “force multiplier”: anticipate bottlenecks, flag risks early, and keep priorities moving.
Light HR support and employee contact.
Plan and book complex travel (air/hotel/ground), manage changes in real-time, and maintain itineraries.
Process and reconcile expense reports, credit card receipts, and travel documentation.
Coordinate offsites, conferences, and customer visits (registration, shipping materials, schedules, on-site logistics).
Prepare meeting agendas, take notes when needed, track action items, and drive closure.
Support recruiting logistics for senior roles (scheduling, candidate experience, on-site co-ordination).
Create and maintain lightweight systems: templates, checklists, recurring workflows, executive “run books".
Own day-to-day office operations: supplies, mail, shipping/receiving, vendors, service contracts, and general facilities coordination.
Be the point person for office vendors (IT support, cleaning, building management, security/badging, catering).
Support onboarding/offboarding logistics (workstations, access coordination, welcome experience) in partnership with IT/Operations.
Coordinate events and culture moments (team lunches, milestone celebrations, all-hands setup).
Maintain an organized, safe, and welcoming workplace for employees and visitors (including customer demos/visits).

Benefits

We handle our benefits through an annual reimbursement to give our employees greater flexibility with the plans that meet their needs.
We offer a Flexible Paid Time Off policy and encourage people to take regular vacation.

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