Executive Assistant & Office Manager

Eyebot; Boston; On-site; PHP 4,088,000 - 5,660,000; Full time

Job summary

Eyebot, headquartered in Boston’s Charlestown, seeks an Executive Assistant & Office Manager to organize the leadership team and keep the office running smoothly.

You will own executive calendars, travel arrangements, and day-to-day office operations, ensuring the C‑Suite is prepared, focused, and productive while also enabling project work across the business.

Qualifications

• Experience as EA/office manager or admin is helpful but not required.
• Highly organized and detail-oriented with calendar juggling ability.
• Strong communicator capable of working with senior leaders.

Responsibilities

• Manage complex, fast-changing calendars for the C‑Suite, including internal, partner and investor meetings.
• Book and manage domestic and international travel — flights, hotels, ground transport, itineraries.
• Prepare executives for their day by confirming meetings and flagging conflicts.
• Coordinate scheduling across the broader executive team for leadership meetings and cross-functional syncs.
• Process expense reports in line with the T&E policy.
• Handle sensitive and confidential information with discretion.

Skills

Calendar management

Travel coordination

Office management

Communication

Vendor coordination

Confidentiality

Google Workspace

Slack

Tools

Google Workspace

Slack

Job description

Reports to: Director of Operations

Supports: Executive team

Location: On-site at HQ in Charlestown (Boston), MA

Travel: Minimal — occasional support at company events or offsites as needed

About Eyebot

Eyebot is an outcome-focused technology company on a mission to make vision care accessible to everyone, equally. Headquartered in Boston’s Charlestown neighborhood and backed by top investors and the National Science Foundation, our vision test kiosk is reshaping how vision care is delivered.

If you are passionate about solving big problems and building the future of vision care, we would love to hear from you.

About the Role

We're looking for an Executive Assistant & Office Manager to keep our leadership team organized and our office running smoothly. This role is the go-to person for making sure our C‑Suite is where they need to be, prepared for what's next, and not losing time to logistics, while also making the office a place where the team can focus and do their best work.

You'll own executive calendars and travel, run the day-to-day of our office, and be the person the team turns to when something needs to get handled. As you get your footing, there's plenty of room to take on special projects across the business based on your interests and where the company needs help.

What You'll Own

Executive Support

• 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

Office Management

• 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

Special Projects

• 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

What We're Looking For

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

• 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