Executive Assistant & Boston Office Manager

Overview

• Owns the diary, not just the calendar: You understand the “why” behind every meeting, protect time for deep work, and make judgment calls on what gets in and what doesn’t.
• Anticipates before being asked: You review the week ahead, spot gaps in preparation, surface conflicts, and make sure the right materials are ready before anyone requests them.
• Operates across audiences: You’re equally comfortable coordinating with senior external partners, world-class researchers, and building management.
• Takes ownership of the physical space: You treat the office as a product — you notice what’s broken, low, or off before anyone else, and you fix it without being asked.
• Thrives in ambiguity: Priorities shift, schedules change, and new workstreams emerge. You treat these as puzzles to solve, not disruptions to endure.
• Has no task too big or too small: You take as much pride in the details of a Tuesday as in a flawless offsite.
• Own and manage a complex, fast-moving calendar: 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 so nothing falls through the cracks
• 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 — the first face for visitors and the person employees go to when something needs sorting
• 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
• Experience supporting senior executives in fast-paced/high-growth tech or research environments, with demonstrated ability to take initiative and operate beyond co

ABOUT LIQUID AI

Spun out of MIT CSAIL, we’re building AI systems that run where others stall: on CPUs, with low latency, minimal memory, and maximum reliability. We partner with global enterprises across consumer electronics, automotive, life sciences, and financial services. We’re scaling rapidly and want exceptional people to help us get there.

THE OPPORTUNITY

Our Co-Founder & Chief Science Officer, Alexander Amini, leads Liquid’s research agenda while working across the company and engaging with partners, academia, and the wider AI community. This role is his dedicated Executive Assistant — owning his calendar, travel, and preparation so his time goes to the highest-leverage work. You’ll be the operational layer around one of the busiest diaries in the company.

Alongside that, you’ll run our Boston office end to end. This is a deliberately broad role: one hour you might be restructuring a week of research and partner meetings, the next you’re managing a vendor, welcoming a visitor, or setting up for an evening event.

You’ll own the space, the vendors, the budget, and the day-to-day experience of everyone who walks through the door — employees, new hires, partners, and visitors.

WHAT WE’RE LOOKING FOR

Someone who:

THE WORK

Executive Support (CSO)

Boston Office Management

DESIRED EXPERIENCE

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