Executive Assistant & Office Manager

Eyebot•Boston, MA

6d•$65,000 - $65,000•Onsite

About The Position

Eyebot is seeking an Executive Assistant & Office Manager to support its leadership team and ensure the smooth operation of the office. This role is crucial for keeping the C-Suite organized and prepared, while also fostering a productive work environment. The position involves managing executive calendars and travel, overseeing daily office functions, and serving as a point of contact for various needs. There will be opportunities to take on special projects based on interest and company needs.

Requirements

Highly organized and detail-oriented, able to juggle multiple calendars, priorities, and last-minute changes without dropping things.
Strong communicator who's comfortable working directly with senior leaders and the whole team.
Self-starter who takes initiative, anticipates needs, and is comfortable figuring things out without a playbook.
Sound judgment and discretion with confidential information.
Proficient with Google Workspace (Calendar, Gmail, Drive) and Slack, or quick to pick up new tools.
Collaborative, curious, kind, and adaptable.

Nice To Haves

Background as an EA, office manager, or admin is helpful but not required.

Responsibilities

Manage complex, fast-changing calendars for the C-Suite, including internal meetings, partner and investor meetings, and recurring cadences.
Book and manage domestic and international travel — flights, hotels, ground transportation, and itineraries — and handle changes or disruptions as they come up.
Prepare executives for their day: confirm meetings and flag conflicts early.
Coordinate scheduling across the broader executive team for leadership meetings and cross-functional syncs.
Process expense reports for the executives in line with our T&E policy.
Handle sensitive and confidential information with discretion.
Order and coordinate team lunches three days a week.
Keep the office stocked with supplies, snacks, and kitchen essentials.
Serve as the first point of contact for day-to-day office needs — submitting maintenance requests, scheduling routine vendor visits (cleaning, IT, repairs), and following up until issues are resolved.
Manage incoming mail and packages, and help with coordinating outgoing shipments as needed.
Support People Ops in getting the office ready for new hires (desk setup, badge/building access, and a smooth first-day experience!).
Coordinate visitor logistics for guests, partners, and interview candidates.
Help plan and run in-office team events, celebrations, and meetings.
Take on special projects as needs come up and as your interests grow.
Identify ways to make things run more smoothly for the exec team and the office, and put them into practice.