Executive Assistant & Boston Office Manager

Liquid AI•Cambridge, MA

7d•Onsite

About The Position

Spun out of MIT CSAIL, Liquid AI is building AI systems that run on CPUs with low latency, minimal memory, and maximum reliability, partnering with global enterprises. This role serves as the dedicated Executive Assistant to the Co-Founder & Chief Science Officer, Alexander Amini, managing his calendar, travel, and preparation to optimize his time for high-leverage work. Additionally, the role involves end-to-end management of the Boston office, including its operations, vendors, budget, and the daily experience of employees, new hires, partners, and visitors.

Requirements

Experience supporting senior executives in fast-paced/high-growth tech or research environments, with demonstrated ability to take initiative and operate beyond core administrative tasks.
Office management or facilities coordination experience, including vendor and budget ownership.
Complex calendar and travel coordination experience, ideally for a leader with heavy external and speaking commitments.
Strong business context awareness: understanding the “why” behind meetings, not just logistics, and ability to flag conflicting priorities.
Event planning and vendor management experience.
Ability to work in the Boston office 5 days per week — this is an in-person role by design.
Skilled in Google Workspace.

Nice To Haves

Experience supporting a technical, research, or academic leader.
Experience hosting external partners or clients in professional settings.
Experience standing up or scaling office operations in a growing company.
Slack experience.

Responsibilities

Own and manage a complex, fast-moving calendar for the CSO, filtering requests, aligning with strategic priorities, and protecting time for research and high-leverage external work.
Prepare briefing materials, agendas, and context ahead of meetings, and track follow-ups and commitments afterward.
Coordinate domestic and international travel, including conferences, speaking engagements, and partner visits.
Act as a trusted point of contact for internal and external stakeholders seeking time with the CSO.
Provide backup coverage for other executive assistants when needed.
Own day-to-day operations of the Boston office: supplies, kitchen and catering, mail and deliveries, seating, and workspace upkeep.
Manage facilities vendors and building management relationships, including contracts, service issues, and access/badging.
Be the on-site point of contact for the office, welcoming visitors and assisting employees.
Support new hire first days on-site: desk setup, equipment coordination with IT, and a proper welcome.
Own the partner and visitor experience: logistics, preparation, and atmosphere for high-value engagements at the Boston office.
Plan and run Boston office events, team socials, dinners, and offsites, including vendor sourcing and budget management.
Manage the office and events budget, tracking spend and flagging variances.
Travel occasionally (3–5 times per year) for events.