Executive Aide to the Chief Marketing & Experience Officer - Cambridge, MA Job at Cambridge Innovation Center
CIC is looking for a driven, organized, creative, curious, and dedicated person to be the Executive Aide to the Chief Marketing & Experience Officer (CMEO), Rodrigo Martinez. This role would support the CMEO, his team, and work alongside the rest of the Executive and Administrative support team at CIC. This is a fantastic opportunity for an exceptionally detail-oriented individual who thrives in a fast-paced, dynamic, creative, community-oriented work environment.
ABOUT RODRIGO MARTINEZ
Rodrigo is Chief Marketing & Experience Officer at CIC, the premier workspace for startups and small companies. Previously he worked at IDEO and BCG. He is a creative business leader and entrepreneur with 20+ years of diverse international experience. He has appeared in HBO, CBS, Bloomberg, TED, NPR, HBR among others and has won numerous awards from FastCo, MIT Tech Review, CNBC, among others.
ABOUT CIC
CIC is an award-winning, global leader in building and operating innovation communities. Founded in 1999 in Cambridge, MA. CIC is one of the first companies to offer flexible office space and coworking options, providing a platform for the world’s most impactful entrepreneurs to innovate better and faster.
We have locations in Boston, Cambridge, Philadelphia, Providence, Rotterdam, St. Louis, Warsaw, and Tokyo and are growing into other cities, within the US and abroad. CIC has supported over 8,000 startups, growth companies, and branches of larger organizations, representing for-profit, mission-driven, and non-profit sectors across a wide array of industries.
CIC co-founded a number of mission-aligned organizations including Venture Café, CIC’s primary non-profit programming partner, and CIC Health, offering COVID-19 testing services to companies and the public.
We invite you to explore all our openings and learn more about our teams here.
YOUR DAY-TO-DAY WORK
We are looking for someone with a unique combination of skills and style to amplify our executives’ abilities to accomplish their day-to-day work. With full access to Rodrigo’s email, this position will be responsible for managing, reviewing, and responding to inbound communications as needed. The role will also manage a variety of calendaring and project responsibilities for Rodrigo and, on occasion, his team (Marketing & Experience).
Responsibilities will include:
- Calendar management: Scheduling meetings and conference calls, determining priorities, and enjoying the giant game of Tetris that is high-level scheduling. This role involves heavy calendar management, maintaining an organized calendar while determining priorities, working with the schedules of other team members, juggling professional commitments, and adapting to last-minute changes. In addition to scheduling conference calls and meetings, making sure Rodrigo is prepared for all of them with any auxiliary materials, presentations, or research, and occasionally attending meetings to take minutes and track follow-ups.
- Project work: Handling high-level projects for Rodrigo and the team(s) that Rodrigo works with directly. This work varies but may include doing research, running reports, reconciling invoices, and possible design and experience-related projects.
- Location management: Planning travel for Rodrigo and occasional trips that involve multiple members of his teams, including booking hotels, flights, and ground transportation. Keeping track of Rodrigo’s whereabouts and carefully maintaining and communicating with him regarding his schedules so that Rodrigo can get to meetings on time and stay on track.
- Expense management: Reconciling expenses and creating expense reports (both monthly expenses and travel expense reports) through Tallie Expense software.
- Inbox management: Monitoring and managing Rodrigo’s inbox, sorting priority communication and graciously communicating on his behalf at times. Keeping track of projects within the inbox to know who is working on what projects and where there might be additional support needed.
- Creative problem solving: Thinking proactively to better plan and forecast Rodrigo’s time — provide agendas and updates as often as possible in order to keep him on top of his priorities and maintain a master list of current projects to ensure that nothing falls through the cracks.
- On-the-ground support: Being on call during the day to receive/greet/orient Rodrigo’s visitors and guests and plan for said meetings. Periodically acting as an internal “courier” to retrieve and deliver materials, office supplies, mail, and occasionally, personal items.
- Team support: Serving as support for the Marketing team, adapting to organizational needs, and jumping in to support other team members as needed.
ABOUT YOU
You are a self-motivated and confident individual who can act as an intellectual support to two executives, with diplomatic ease. You are curious and creative (a plus). This role requires an excellent planner who possesses the ability to think ahead and who can identify snafus before they occur, as well as someone who is comfortable with and capable of wisely dividing their time between priorities.
More specifically, as our ideal candidate, you are:
- Comfortable with supporting an executive and knowing how to identify and communicate when competing priorities arise, and when to manage up.
- Meticulously attentive to details and able to “see around corners,” using excellent judgment to anticipate executives’ needs and head off potential problems.
- Highly ethical with a proven track record of handling sensitive information and maintaining complete confidentiality with the highest levels of professionalism.
- Committed to work that is mission based; this work is an opportunity to make a powerful contribution to a larger effort.
- Comfortable gatekeeping and saying no to a wide variety of people, while also maintaining a friendly and empathetic outward demeanor. You are unrelentingly calm during chaos.
- Organized while managing a large amount of (often very confidential) information and contacts in order to help prioritize Rodrigo’s time.
- Easily adaptable. You are able to manage multiple conflicting priorities and changing working conditions without loss of composure.
- A deeply attentive listener and reader who can absorb a lot in a short amount of time. You are a strong professional communicator, from your gracious phone manners to your meticulous attention to grammar in writing.
- A strong strategic thinker. You are eager to learn the nuances in your executive’s preferences – in order to make high level decisions – as well as the preferences of their contacts – in order to develop and maintain relationships with networks on their behalf.
- Able to work with limited direction, owning and managing tasks independently, but unafraid to ask questions as necessary.
- Personable, happy to help others, and naturally drawn to a very busy, ever-evolving environment.
- Curious and intuitive. You have an interest in remaining current on your surroundings so you can add deeper value and context to your work
- Both a “doer” and a “thinker.” You are someone who rolls up their sleeves and jumps right in no matter what, but always in a thoughtful manner.
- Creative with an eye for design and aesthetics is a plus.
YOU HAVE
- At least 3 years of administrative experience (exceptional recent college graduates may also be considered if they have relevant experience).
- Fluency in Google suite and video conferencing applications.
- Knowledge of Adobe suite is a plus.
- Schedule flexibility. While you will be working during regular business hours, this role regularly requires project management skills and handling multiple issues as they surface in real time (mornings, evenings, and occasionally weekends during busy seasons or when Rodrigo travels).
- The ability to work in Kendall Square in Cambridge at least 3x a week (Tu-Thurs).
- An interest or experience in marketing, design, hospitality, and/or real estate is a plus.
- An interest in a long-term role. We are a growing company, and we like to hire people who can grow with us over the years. If you don't meet all the qualifications and preferences but bring some other unique skills and experience that would be valuable in this role, please apply and highlight those attributes for us in your cover letter.
OUR OFFER
- Starting compensation is commensurate with experience.
- 100% company-paid premium healthcare and dental benefits.
- 100% company-paid long- and short-term disability, and life insurance.
- 401k (must be 21+).
- Three weeks of vacation (more with seniority) plus thirteen holidays from the start.
ATTRACTIONS OF THE JOB
In addition to helping our clients achieve great things, we work to ensure that our employees are healthy and supported.
Some of the benefits of being here include:
- Fun people in a dynamic space. We pride ourselves on finding driven and 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 and develop skills within the epicenter of the innovation community at a growing company.
- Access to a nursing room, secure bicycle parking, a maker space, a gym, shower rooms with towels, and discounted services and memberships on tools to make your life happier/healthier such as gym memberships, tech and design support, hotel stays, and other fantastic options.
- 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 and is within walking distance to the Blue, Green, Orange, and Red line.
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 and 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.
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