Copy of Office Manager/Executive Assistant

Liquid AI • Cambridge, MA

2d • Onsite

About The Position

Liquid AI is hiring an onsite Office Manager & Executive Assistant to run its Boston office and support the Co-Founder and Chief Science Officer (CSO). The role owns office space, vendors, budget, and employees’ and visitors’ day-to-day experience, while also managing the CSO’s calendar, travel, and meeting preparation. It is a broad, in-person role based in the Boston office five days a week, balancing office operations with executive support.

The office responsibilities include managing supplies, kitchen and catering, mail and deliveries, seating, workspace upkeep, facilities vendors, building management, contracts, access and badging, and the office and events budget. The role serves as the onsite contact for visitors, partners, and new hires, coordinates first-day desk setup and IT equipment, and plans office events, dinners, socials, and offsites. Occasional event-related travel is expected, approximately three to five times per year.

For the CSO, the role coordinates scheduling, prepares briefing materials and agendas, tracks follow-ups and commitments, arranges domestic and international travel, and serves as a contact for people seeking time with him. It also provides backup coverage for other executive assistants. The ideal person is detail-oriented, proactive, comfortable with ambiguity, business-aware, and effective with building management, researchers, and senior external partners.

Liquid AI builds general-purpose AI systems designed to run efficiently across deployment targets, from data center accelerators to on-device hardware. It partners with enterprises in consumer electronics, automotive, life sciences, and financial services. The company describes the role as offering ownership of an office, budget, and vendors, with direct exposure to a co-founder and research leadership.

Requirements

• Experience running office or facilities operations, or transferable experience coordinating vendors, suppliers, or other outside parties toward an outcome, including contracts and spend.
• Experience planning events and working with vendors to deliver them.
• Experience supporting a manager or executive, with examples of initiative beyond core administrative work.
• Experience coordinating calendars and travel.
• Business context awareness, including understanding the purpose of meetings and flagging conflicting priorities.
• Skilled in Google Workspace.
• Comfort working onsite in the Boston office five days a week.

Nice To Haves

• Experience standing up or scaling office operations in a growing company.
• Experience hosting external partners or clients in professional settings.
• Experience supporting a technical, research, or academic leader.
• Experience coordinating complex or international travel for a leader with heavy external and speaking commitments.
• Experience with Slack.

Responsibilities

• Run day-to-day Boston office operations, including supplies, kitchen and catering, mail and deliveries, seating, and workspace upkeep.
• Improve office processes, tooling, and space planning as the team grows.
• Manage facilities vendors and the building management relationship, including contracts, service issues, access, and badging.
• Own the office and events budget, track spending, and flag variances.
• Serve as the onsite point of contact for visitors, partners, and new hires.
• Coordinate desk setup and IT equipment for new hires and manage logistics for partner visits.
• Plan and run office events, team socials, dinners, and offsites, including vendor sourcing and budgeting.
• Travel occasionally for events, approximately three to five times per year.
• Manage the CSO’s calendar and coordination according to his direction, including scheduling, briefing materials, and meeting agendas.
• Track meeting follow-ups and commitments for the CSO.
• Coordinate the CSO’s domestic and international travel.
• Act as a point of contact for people seeking time with the CSO.
• Provide backup coverage for other executive assistants.

Benefits

• Competitive base salary plus equity.
• Unlimited PTO.
• Company-wide Refill Days and long weekends when the whole company rests together.
• Comprehensive health coverage, with details varying by location.
• Paid leave for pregnancy, parenting, medical needs, and caring for family.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed