Executive Assistant

Walden Robotics•Cambridge, MA

11d

About The Position

The Executive Assistant provides dedicated support to C-suite members and helps drive operational excellence across the organization. The role serves as a strategic partner and trusted advisor to senior leadership, anticipating needs, exercising discretion, and enabling executives to perform effectively. Reporting to the Head of Executive Operations, the Executive Assistant manages complex and frequently changing calendars, coordinates travel, organizes meetings and events, and supports smooth day-to-day operations. The role interacts with investors, customers, and senior internal and external stakeholders; handles highly sensitive and confidential information; and serves as a connective point across a fast-paced, growing organization. The successful candidate brings a polished, adaptable presence and a proven ability to manage complex executive relationships and competing priorities. Walden Robotics describes its total compensation program as including salary, annual cash bonus, company equity, company-subsidized insurance programs, a 401(k) with company match, flexible PTO, daily lunch, and other benefits. The salary range on job postings refers to salary only.

Requirements

At least 5 years of hands-on experience supporting senior executives, founders, or C-suite leadership, with a record of success.
Ability to operate as a strategic partner and trusted advisor, including exercising discretion on behalf of executives.
Exceptional organizational and time-management skills, including managing competing priorities across C-suite stakeholders without losing details.
Strong written and verbal communication skills, including drafting polished correspondence and materials on an executive’s behalf.
Proven discretion in handling highly confidential and sensitive financial, personnel, board-level, or strategic information.
Advanced proficiency with Google Workspace, Microsoft Office, Slack, Zoom, and other modern productivity tools.
Hands-on fluency with AI tools such as ChatGPT, Claude, AI scheduling tools, and meeting assistants, and a record of using them to streamline work.
Initiative to share AI tools or workflows built and help teammates work more efficiently.
Curiosity, problem-solving instincts, and a proactive approach to taking initiative without waiting to be asked.
Polished, professional demeanor and a customer-service and hospitality mindset, with comfort interacting with board members, investors, and senior external stakeholders.

Nice To Haves

Experience in a startup, technology, robotics, engineering, or fast-paced growth environment.
Expert familiarity with expense management platforms, travel booking tools, and budget tracking.
Experience supporting cross-cultural or international coordination.
Hands-on experience configuring AI or automation tools to streamline executive support workflows.

Responsibilities

Own and proactively manage complex, frequently shifting C-suite calendars across stakeholders, time zones, and competing priorities.
Triage and resolve scheduling conflicts independently, determining what requires executive attention and what can be delegated or declined.
Coordinate internal and external meetings end-to-end, including logistics, agendas, pre-reads, briefing materials, and follow-up actions.
Prepare and draft presentations, reports, and other executive-level business communications.
Arrange complex domestic and international travel, including multi-leg itineraries, accommodations, transportation, and contingencies.
Track and process expense reports, invoices, and reimbursement requests, and help monitor departmental budgets where relevant.
Act as a trusted partner to C-suite leaders, exercising discretion on their behalf, drafting correspondence, and representing their priorities in cross-functional conversations.
Lead and coordinate cross-functional projects and special initiatives, track deliverables, and follow up to support timely completion.
Handle confidential and sensitive personnel, financial, and strategic information with discretion.
Partner with other Executive Assistants and build relationships across the organization to coordinate business activities.
Identify and resolve issues proactively, serving as a point of escalation and problem-solver.
Use AI tools and automation to streamline scheduling, task management, and communication workflows, and contribute to Walden’s “living the future” culture.
Plan and execute meetings, visits, company events, and other activities as required.