CIC Cambridge is looking for a highly organized administrative professional with ambition, creativity, & dependability who maintains tranquility during chaos to join our Executive Assistant team. This is a great opportunity for someone with two or more years of administrative experience. You will be primarily supporting Mark Moreau, General Manager of Massachusetts, as well as providing light scheduling support to other members of CIC's Management.
Founded in 1999, CIC's mission is to improve the world by helping exceptional entrepreneurs innovate better & faster. We offer carefully curated working environments that combine private, secure offices alongside shared amenities in locations across Boston, Cambridge, Miami, Philadelphia, Providence, Rotterdam, St. Louis, & Warsaw & are growing into other cities, within the US & abroad. We currently serve 1800+ startups, growth companies, & branches of larger organizations, representing for-profit, mission-driven, & non-profit sectors across a wide array of industries. The spaces are purposefully designed & built for innovation, featuring tailored workspaces such as biotech & robotics laboratories, & bring together frequent, large gatherings of the best & brightest innovators & entrepreneurs.
CIC currently has over a million square feet of space under lease & is actively pursuing campuses in additional cities globally, including Dublin, Tokyo, Bilbao, & Sydney, with plans to grow to 50 cities over the next 10 years. We pride ourselves on displaying a high degree of care & accuracy in everything that we do, & we work to ensure that our clients thrive every day that they are in our space. We believe that our ability to support world-changing entrepreneurs is only as good as the people who make up our teams, & as such we are looking for people who are interested in contributing to--and improving--the way we work.
We invite you to explore all our openings & learn more about our teams here
CIC Cambridge is adjacent to the MIT campus in the heart of the thriving Kendall Square neighborhood. Having officially opened in 1999, it is the original CIC & has contributed to, & witnessed, Kendall Square becoming a bustling hub of activity.
ABOUT MARK MOREAU
Mark Moreau is General Manager of CIC's Massachusetts campus. He was named to this position in 2019. As General Manager of Massachusetts, Mark oversees external relationship building, strategic planning & business operations for CIC's Massachusetts innovation centers, which include 50 Milk Street in downtown Boston as well as 101 Main, One Broadway, & the company's newest building, 245 Main, all in Kendall Square.
A 14-year veteran of CIC & avid believer in CIC's mission, Mark has held roles across a variety of teams within the organization including Sales, Core Infrastructure, & Operations. During his time on Operations, he helped create one of CIC's most successful coworking communities in Cambridge, C3. In his most recent role before General Manager, Mark acted as CIC's Strategic Director of Operations for North America Centers, aligning strategic priorities across the organization.
Mark is married & has one daughter. He enjoys playing guitar, participating in board game competitions, & is a huge fan of all things Star Wars.
THE IDEAL CANDIDATE
The Administrative Coordinator is Mark's main support, consistently mobilizing resources on his behalf, finding creative ways to take extraneous tasks off his plate, & going the extra mile without being asked.
We are looking for someone with a unique combination of skills & style to amplify Mark's abilities to accomplish his day-to-day work by staying one step ahead. With full access to Mark's e-mail, this position will be the first line of defense with respect to managing, reviewing, & responding to most inbound communications. If you're interested in business operations you will be well positioned to support Mark in this regard & learn on the job, however, this is not a requirement for the role.
If you are an organized, detail-oriented planner who enjoys playing a jack/jill-of-all-trades & understands the nuances of effective communication, this might be the perfect fit.
The ideal candidate will possess the following characteristics:
A commitment to work that is mission based; this work is an opportunity to make a powerful contribution to a larger effort.
Comfort with occasional work outside regular business hours: Mark truly values his work/life balance & goes to great efforts to leave work at the office. That said, Mark has a demanding schedule that sometimes requires administrative support outside normal business hours. The ideal candidate would be comfortable making themselves accessible beyond the 9-5 when necessary in order to fully support Mark.
High levels of customer service skills: in this position you will both speak on behalf of the GM & protect his time. It requires gatekeeping & adeptly navigating communication with an array of people, such as client CEOs, internal staff, vendors, etc. while maintaining a friendly & empathetic outward demeanor, even in the face of high stress & significant challenges.
A good candidate will have a proven record of professional success, but will have also learned many of the hard lessons only challenging times or failure can teach.
Meticulous attention to detail & the ability to see around corners, using excellent judgment to anticipate Mark's needs & heading off potential problems.
Ability to keep calm & organized while managing a large amount of (sometimes confidential) information & contacts in order to help prioritize Mark's time.
Easily adaptable: able to manage multiple conflicting priorities & changing working conditions without loss of composure, particularly in regard to supporting multiple principals.
Strong strategic thinking: eager to learn the nuances & preferences of Mark & his contacts to make high level decisions & maintain & develop relationships with his network on his behalf.
Able to work with limited direction, owning & managing tasks independently, but unafraid to ask questions as necessary.
Careful listener & reader with strong professional communication skills in all forms, such as gracious phone manners, meticulous attention to grammar in writing, etc.
Fluency with technology as it relates to email/calendar programs (Microsoft Office, Google Apps, & Mac computer & phone operating systems).
Personable, happy-to-help others, & naturally drawn to a very busy, ever-evolving environment.
Curious & intuitive: an interest in remaining current on your surroundings so you can add deeper value & context to your work.
The professionalism & discretion of Alfred Pennyworth, the positive demeanor of Kenneth Parcell, the creativity of Pam Beesley, the repartee & kindness of Mrs. Landingham, & the determination of Andy Sachs. (Please note that Mark had to Google who Andy is, & suggested that we replace Andy with Jyn Erso.)
GENERAL OVERVIEW OF RESPONSIBILITIES
Email management: triage & prioritize Mark's inbox as much as possible - schedule appointments, handle responses, & follow up when necessary & appropriate so as to minimize the emails that require a direct response from Mark.
Project work: handle high-level projects for the teams that Mark directly works with. This work varies but may include projects that involve creating a better experience for CIC's clients & staff.
Calendar & travel management: schedule meetings & conference calls, determine priorities, plan a light amount of travel for Mark & occasional trips that involve multiple members of the team, & enjoy the giant game of Tetris that is high-level scheduling. 85% of calendar & travel management will be on behalf of Mark; 15% will be on behalf of CIC Providence's General Manager.
Location management: When Mark's in the office, keeping track of his whereabouts & carefully maintaining & communicating with him regarding his schedule so that he gets to meetings on time & stays on track.
Creative problem solving: thinking proactively to better plan & forecast Mark's time - provide agendas & updates as often as possible in order to keep Mark on top of his priorities & maintain a master list of current projects to ensure that nothing falls through the cracks.
Periodically act as an internal courier to retrieve & deliver materials, office supplies, mail, & occasionally food & personal items.
Keeping an eye on the events in the area to see which ones should have Mark or someone else at CIC attend.
ATTRACTIONS OF THE JOB
In addition to helping our clients achieve great things, we work to ensure that our employees are healthy & supported. Some of the benefits of being here include:
Fun people in a dynamic space
. We pride ourselves on finding driven & bright collaborators who are eager to lend their own unique skills to the team, as well as to our inspiring clientele. The number one reason CICers say they like working here is because of their colleagues!
Personal growth. This is a great opportunity to learn & develop skills within the epicenter of the innovation community at a growing company.
Discounted services & memberships on tools to make your life happier/healthier such as gym memberships, tech & design support, hotel stays, & other fantastic options.
Great benefits! See more below.
Regular massages, access to a nursing room, secure bicycle parking, a game room, a gym, shower rooms with towels, & stocked kitchens.
Central location. CIC Cambridge is a stone's throw from the Kendall Square MBTA Red Line stop. CIC Boston is centrally located in downtown Boston & is within walking distance to the Blue, Green, Orange, & Red line.
At least two years of professional experience in an administrative role.
A natural interest for helping/supporting others & for thinking creatively about how to maximize time & push projects forward.
Excellent follow-through skills & memory for details, people, & projects.
An interest in a long-term role. We are a growing company, & we like to hire people who can grow with us over the years.
Starting compensation is commensurate with experience, plus 100% of the cost of a premium healthcare & dental package, long & short-term disability, life insurance, & two weeks vacation from the start (more with seniority). Annual reviews with raises every year for those on track with strong performance.
CIC is committed to building teams that reflect the fabric of the cities we support. We welcome all candidates regardless of race, color, ancestry, gender identity or expression, religion, national origin, sexual orientation, age, citizenship, marital status, disability, Veteran status, or any other legally protected status. Any other human expressions & experiences not mentioned here are equally welcome. If you require an accommodation please let us know. We are proud to be an equal opportunity employer.