Strategic Executive Assistant to Co-CEOs

Mindspan Institute; Cambridge (MA); Hybrid; USD 120,000 - 170,000; Full time

Benefits offered by this job

Health, dental, vision benefits

Matching retirement contribution

Job summary

Mindspan Institute seeks an administrative partner to its two co-CEOs, handling calendars, travel, expenses, and communications to keep the institute running smoothly. This role requires strong judgment, near-total reliability, and the ability to anticipate needs before they arise.

You will coordinate meetings across engineering, science, and computational teams, manage confidential information with discretion, and help the team stay focused on the scientific mission.

Qualifications

• Experience supporting senior leaders in a high-growth life sciences or nonprofit research setting.
• Fluent with standard productivity tools (Google Workspace, Slack, Microsoft 365).
• Exceptional organization and ability to manage dozens of moving parts without drop-off.
• Ability to handle confidential information with discretion and professionalism.

Responsibilities

• Manage co-CEOs calendars, priorities, and meetings.
• Coordinate domestic and international travel end-to-end (flights, lodging, itineraries).
• Prepare monthly expense reports, card reconciliations, and reimbursements.
• Draft and proofread correspondence, agendas, and institutional announcements.
• Distribute meeting materials, manage venue logistics, and take minutes.
• Maintain digital records and confidential project folders in line with policies.

Skills

Calendar management

Travel coordination

Executive support

Discretion

Communications

Project tracking

Education

Bachelor's degree

Tools

Google Workspace

Microsoft 365

Slack

Job description

Mindspan Institute seeks an administrative partner to its two co-CEOs, handling calendars, travel, expenses, and communications to keep the institute running smoothly. This role requires strong judgment, near-total reliability, and the ability to anticipate needs before they arise.

You will coordinate meetings across engineering, science, and computational teams, manage confidential information with discretion, and help the team stay focused on the scientific mission.