Executive Assistant

Vectorwave; Boston (MA); On-site; USD 85,000 - 135,000; Full time

Benefits offered by this job

Unlimited PTO

Comprehensive health benefits

Parental leave

IVF support

401(k) matching

Wellness benefit

Job summary

VectorWave in the Greater Boston area is hiring an Executive Assistant to directly support our CEO and CTO. This in-person, full-time role will run the office, protect leadership focus, manage calendars, travel, and expenses, and help with the upcoming move to a new Boston space.

You will coordinate onboarding, vendor relations, and office logistics while maintaining a productive, confidential environment that scales with our growing team.

Qualifications

• 5+ years supporting senior executives, including founders or leaders.
• Strong judgment on priorities and protecting executive time.
• Experience running an office day to day and coordinating vendors.
• Experience managing complex projects with hard dates (move, events, relocations).
• Excellent follow-through and reliable deadlines.
• Calm, direct communication with executives, engineers, vendors, and partners.
• Comfort with Microsoft 365 and quick tool adoption.
• Discretion with confidential information including compensation and fundraising.

Responsibilities

• Manage CEO's and CTO's calendars, travel, and expenses across time zones.
• Prepare leaders for meetings: agendas, background materials, and follow-ups.
• Run the office day to day and oversee the move to a new Greater Boston space.
• Coordinate onboarding/offboarding, sign-in, badges, and visitor protocols.
• Plan team events and host visitors, investors, and candidates at the office.
• Maintain and organize the Microsoft 365 workspace (Outlook, Teams, SharePoint).

Skills

Executive support

Prioritization

Office management

Project coordination

Communication

Microsoft 365 proficiency

Discretion with confidential info

In-person collaboration

Tools

Microsoft 365

Ashby

Gusto

Job description

About VectorWave

VectorWave is building the Analog Processing Unit (APU), the world's first programmable neuromorphic processor that runs AI inference on raw radio-frequency waveforms pre-digitization. Conventional RF systems must digitize the signal before any AI inference can occur, fundamentally limiting the latency, power consumption, and performance of wireless edge compute. The APU bypasses these bottlenecks by performing the AI signal processing fully in analog.

We are a venture-backed MIT spinout translating award-winning research into new wireless products with fundamentally new capabilities. With applications spanning defense (electronic warfare, spectrum awareness, anti-jam) and commercial wireless (Wi-Fi and 5G/6G spectrum sharing, interference management), we are building a team that is excited to transform the future of wireless communications!

The role

We're hiring our first Executive Assistant to support two leaders, our CEO and our CTO, and to run our office. You will report to the CEO, who travels frequently and is often in and out of the office, and you'll be based in our Greater Boston office alongside the CTO, the original inventor of the APU architecture, and the engineering team.

Your executive support is for these two leaders only. For both of them, you'll manage and prioritize their time, protect their focus, and handle their calendars, travel, meeting prep, expenses, and follow-through. You'll do it from our Greater Boston office, which you'll run day to day, keeping the space and the team running. Your first big project will be helping with our move into a new Greater Boston office over the next several months.

This is a role for someone who likes owning outcomes, not just schedules. At a company our size, you'll see what needs to be done and do it.

Location: This is an in-person, full-time role at our office in the Greater Boston area. There may occasionally be some travel to team offsites.

What you'll do

• Manage and prioritize the CEO's and CTO's time, and protect their focus for the work that matters most.

• Own both leaders' calendars, travel, and expenses across time zones.

• Prepare both leaders for investor, customer, and government meetings: agendas, background, materials, and follow-ups.

• Support our move into a new Greater Boston office: coordinate movers, vendors, IT and lab logistics, and the punch list.

• Run the office day to day, and set up the new space after the move: building and vendor relationships, mail, supplies, health and safety, and the small things that make a space work.

• Handle shipping and receiving for the office and lab, along with test equipment rentals and calibration schedules.

• Manage visitor sign-in, escorts, and badge access for the office, following our security requirements.

• Coordinate onboarding and offboarding as the team grows: welcome kits, equipment, badges, and keeping track of who has what.

• Plan team events and offsites, host candidates, customers, and investors at the office, and handle board meeting logistics and signature routing.

• Keep our Microsoft 365 workspace (Outlook, Teams, SharePoint) organized and useful for the team.

• Pick up the projects nobody owns yet. At a company our size, that is a real part of the job.

Your first six months

In your first six months, you'll:

• Take over both leaders' calendars and travel, and build a rhythm that protects their time and focus.

• Build a working cadence with the CEO and CTO so you know what each needs and when.

• Support the office move through move-in day and the first weeks in the new space.

• Get the office running smoothly: vendors, supplies, deliveries, and the visitor and badge process.

• Get fluent in our tools (Microsoft 365, Ashby, Gusto) and the people and partners we work with most.

What you bring

• 5+ years supporting senior executives, including at least one founder, CEO, or technical leader.

• Strong judgment about priorities: you know what deserves an executive's time and how to protect it.

• Experience running an office day to day: vendors, supplies, visitors, and shipping and receiving.

• Experience managing a project with many moving parts and hard dates, such as an office move, an event, or a relocation.

• Strong follow-through: you keep commitments and deadlines visible and closed without being asked.

• Calm, direct, proactive communication with executives, engineers, vendors, and outside partners.

• Fluency in Microsoft 365 (Outlook, Teams, SharePoint, OneDrive) and comfort learning new tools quickly.

• Discretion with confidential information, including compensation, fundraising, and customer details.

• Comfort working in person in our Greater Boston office while your manager travels frequently and is often out of the office.

Nice to have

• Experience at an early-stage or venture-backed startup.

• Experience running an office move or build-out, including coordinating IT, furniture, and lab or technical equipment.

• Experience working alongside engineers or scientists in a lab or hardware environment.

• Familiarity with Gusto, Ashby, Ramp, or similar tools.

• Exposure to government-funded programs, such as SBIR, or experience handling controlled unclassified information.

Very few people have all of this. If you've managed a senior executive's time and kept an office running, we want to hear from you even if you don't match every bullet.

How we work

• Always be curious. Sometimes the most profound outcomes come from paying attention to the smallest details.

• Truth guides us. Honesty and candor are foundational. Don't delay hard conversations, start them.

• Think out loud. Voicing anything both technical and non-technical helps us solve problems together.

• Mistakes are expected. Perfection is impossible when you're building something new. We want to navigate challenges thoughtfully so we can learn and improve.

• Adaptability is essential. Make the best decision with the information at hand, then be ready to adjust.

• Lean on each other. As we scale, we aim to maintain our scrappy, small team camaraderie.

Compensation and benefits

Competitive salary and meaningful equity, plus:

The basics

• Medical: UnitedHealthcare Choice Plus, platinum tier. $10 primary care visit. $10 therapy visits.

• Dental: Blue Cross Blue Shield Dental Blue. Child orthodontia included.

• Vision: Guardian.

• Unlimited PTO.

Family matters

• We offer 95% dependent premium coverage.

• Plus, we have uncapped IVF support for fertility and family planning.

• Coming soon: Twenty-six weeks of parental leave at 100% of pay for every parent: birthing, non-birthing, adoptive, and foster.

For life beyond work

• 401(k): we match 100% of the first 6% of pay, dollar for dollar.

• Take care of yourself with a $2,000 annual wellness benefit.

Equal opportunity

VectorWave is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by law. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability. If you need an accommodation during the hiring process, let us know.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

VectorWave participates in E-Verify. See the E-Verify Participation and Right to Work posters in English and Spanish.