Copy of Office Manager/Executive Assistant
Liquid Ai · Boston · onsite
OFFICE MANAGER & EXECUTIVE ASSISTANT
Role: Office Manager & Executive Assistant
Team: Operations & Executive Support
Location: Boston
Location Type: Onsite
Employment Type: Full-time
ABOUT LIQUID AI
Spun out of MIT CSAIL, we build general-purpose AI systems that run efficiently across deployment targets, from data center accelerators to on-device hardware, ensuring low latency, minimal memory usage, privacy, and reliability. We partner with enterprises across consumer electronics, automotive, life sciences, and financial services. We are scaling rapidly and need exceptional people to help us get there.
THE OPPORTUNITY
You'll run our Boston office end to end: the space, the vendors, the budget, and the day-to-day experience of everyone who walks through the door, from employees and new hires to partners and visitors. This is where most of your time will go, and it should be the part of the job you're most excited about.
Alongside it, you'll be Executive Assistant to our Co-Founder and Chief Science Officer, who leads Liquid's research agenda and works closely with partners, academia, and the wider AI community, handling his calendar, travel, and preparation so his time goes to the highest-leverage work.
It's a deliberately broad, in-person role, five days a week in our Boston office: one hour you're managing a vendor or setting up an evening event, the next you're reworking a week of research and partner meetings.
WHAT WE'RE LOOKING FOR
We need someone who:
- Treats the office as a product: You notice what's broken, low, or off before anyone else and fix it without being asked, and you take as much pride in the details of a Tuesday as in a flawless offsite.
- Runs operations like a business: You manage vendors, contracts, and spend with rigor, and you're comfortable being the person accountable for how the office runs.
- Executes cleanly, then anticipates: You take direction and follow it through accurately, and over time you get ahead of it: reviewing the week, spotting gaps in preparation, and surfacing conflicts before anyone asks.
- Thrives in ambiguity: Priorities shift, schedules change, and new work-streams appear. You treat these as puzzles to solve, not disruptions to endure.
- Operates across audiences: You're equally comfortable coordinating with building management, researchers, and senior external partners.
THE WORK
- Run day-to-day operations of the Boston office (supplies, kitchen and catering, mail and deliveries, seating, workspace upkeep) and keep improving processes, tooling, and space planning as the team grows
- Manage facilities vendors and the building management relationship, including contracts, service issues, and access and badging, and own the office and events budget, tracking spend and flagging variances
- Be the on-site point of contact and first face of the office for visitors, partners, and new hires, from desk setup and IT equipment coordination on someone's first day to the logistics and atmosphere of high-value partner visits
- Plan and run Boston office events, team socials, dinners, and offsites, from vendor sourcing to budget, with occasional travel (3 to 5 times a year) for events
- Manage the CSO's calendar and coordination on his direction: scheduling, briefing materials and agendas ahead of meetings, and tracking follow-ups and commitments afterward
- Coordinate the CSO's domestic and international travel, act as a point of contact for people seeking time with him, and provide backup coverage for other executive assistants
EXPERIENCE & CAPABILITIES
What you'll need:
- Experience running office or facilities operations, or clearly transferable experience coordinating vendors, suppliers, or many outside parties toward an outcome, including contracts and spend
- Experience planning events and working with vendors to deliver them
- Experience supporting a manager or executive, with examples of taking initiative beyond the core administrative work
- Calendar and travel coordination experience
- Business context awareness: you understand the "why" behind meetings, not just the logistics, and can flag when priorities conflict
- Skilled in Google Workspace
Helpful, not required:
- Standing up or scaling office operations in a growing company
- Hosting external partners or clients in professional settings
- Supporting a technical, research, or academic leader
- Coordinating complex or international travel for a leader with heavy external and speaking commitments
- Slack experience
WHAT SUCCESS LOOKS LIKE (YEAR ONE)
- 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
- Vendors, contracts, and the office budget are under control, with no surprises
- The CSO's calendar is structured around research and high-leverage external work, giving him back hours each week
- Nothing slips: meetings are prepared, follow-ups are tracked, and the CSO can hand you a task knowing it will get done
WHAT WE OFFER
- Ownership and access: A space, a budget, and a set of vendors that are yours to run, with direct exposure to a co-founder and the research leadership of a frontier AI lab.
- Compensation & Equity: Competitive base salary plus equity, so you share in what we build. Final offers reflect skills, experience, and location.
- Time Off: Unlimited PTO, plus company-wide Refill Days, long weekends when the whole company rests together.
- Health & Wellbeing: Comprehensive health coverage, with details varying by location.
- Paid Leave: Paid leave for pregnancy, parenting, medical needs, and caring for family.