Executive Assistant & Boston Office Manager

From the company's job description

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:

• 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.

THE WORK

Executive Support (CSO)

• 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

Boston Office Management

• 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

DESIRED EXPERIENCE

Must-haves:

• Experience supporting senior executives in fast-paced/high-growth tech or research environments, with demonstrated ability to take initiative and operate beyond core administrative tasks

• Office management or facilities coordination experience, including vendor and budget ownership

• Complex calendar and travel coordination experience, ideally for a leader with heavy external and speaking commitments

• Strong business context awareness: you understand the “why” behind meetings, not just logistics, and can flag when priorities conflict

• Event planning and vendor management experience

• Ability to work in the Boston office 5 days per week — this is an in-person role by design

• Skilled in Google Workspace

Nice-to-have:

• Experience supporting a technical, research, or academic leader

• Experience hosting external partners or clients in professional settings

• Experience standing up or scaling office operations in a growing company

• Slack experience

WHAT SUCCESS LOOKS LIKE IN YEAR ONE

• The CSO’s calendar is structured around research and high-leverage external activities, giving him back hours each week

• Nothing slips: meetings are prepared, follow-ups are tracked, and stakeholders trust you as the route to his time

• The Boston office runs itself as far as anyone can tell — functional, welcoming, and a place people want to work from

• Boston events run smoothly and on budget, and partner visits consistently leave a strong impression

WHAT WE OFFER

• Access: Direct exposure to a co-founder and the research leadership of a frontier AI lab; a vantage point into high-stakes decision-making

• Compensation: Competitive base salary with equity in a unicorn-stage company

• Health: We pay 100% of medical, dental, and vision premiums for you and your dependents

• Financial: 401(k) matching up to 4% of base pay

• Time Off: Unlimited PTO plus company-wide “Refill” days

• Environment: Catered lunches, commuter benefits, and a culture that values deep work