CIC Cambridge is looking for a highly organized administrative professional with ambition, creativity, and 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 Brian Dacey, President of CIC.

ABOUT CIC

CIC’s mission is to improve the world by helping exceptional entrepreneurs innovate better and faster. We offer carefully curated working environments that combine private, secure offices alongside shared amenities in locations across Boston, Cambridge, Miami, Rotterdam, and St. Louis, and are growing into other cities, within the US and abroad. We currently serve 1400+ startups, growth companies, and branches of larger organizations, representing for-profit, mission-driven, and non-profit sectors across a wide array of industries. We pride ourselves on displaying a high degree of care and accuracy in everything that we do, and 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, and 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 here and learn more about us 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 and has contributed to, and witnessed, Kendall Square becoming a bustling hub of activity.

ABOUT BRIAN DACEY

Brian is an experienced real estate executive and entrepreneur. He has overseen a wide range of commercial, hospitality, retail, and residential projects during his career, including the master planning and permitting of the two million square foot Seaport World Trade Center Boston, as well as leading development and management projects at Watermark Cambridge and the Ronald Reagan Building and International Trade Center in Washington D.C. He is a founding member of the Kendall Square Association (KSA) and, among other civic boards and committees, is the Chairman of the board of the Boston College Real Estate Council. Brian is an avid Red Sox fan, enjoys a good ‘foodie’ meal, and lives with his wife in the South End.

THE IDEAL CANDIDATE

The Executive Coordinator is Brian's main support, consistently mobilizing resources on his behalf, finding creative ways to take extraneous tasks off his plate, and going the extra mile without being asked.

We are looking for someone with a unique combination of skills and style to amplify Brian’s abilities to accomplish his day-to-day work, both at CIC and in external roles, by staying one step ahead. With full access to Brian’s e-mail, this position will be the first line of defense with respect to managing, reviewing, and responding to most inbound communications. If you're interested in real estate development, you will be well positioned to support Brian in this regard and 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” and 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 occasionally working outside regular business hours: Brian truly values his work/life balance and goes to great efforts to leave work at the office. That said, Brian 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 Brian.

• High levels of customer service skills: in this position you will both speak on behalf of the President and protect his time. It requires gatekeeping and adeptly navigating communication with an array of people, such as client CEOs, internal staff, vendors, etc. while maintaining a friendly and empathetic outward demeanor, even in the face of high stress and 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 and the ability to “see around corners,” using excellent judgment to anticipate Brian’s needs and heading off potential problems.

• Ability to keep calm and organized while managing a large amount of (sometimes confidential) information and contacts in order to help prioritize Brian’s time.

• Easily adaptable: able to manage multiple conflicting priorities and changing working conditions without loss of composure

• Strong strategic thinking: eager to learn the nuances and preferences of Brian and his contacts to make high level decisions and maintain and develop relationships with his network on his behalf

• Able to work with limited direction, owning and managing tasks independently, but unafraid to ask questions as necessary

• Careful listener and 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, and Mac computer and phone operating systems)

• Personable, happy-to-help others, and naturally drawn to a very busy, ever-evolving environment

• Curious and intuitive: an interest in remaining current on your surroundings so you can add deeper value and context to your work

• The professionalism and discretion of Joan Holloway, the positive demeanor of Kenneth Parcell, the creativity of Pam Beesley, the repartee and kindness of Mrs. Landingham, and the determination of Andy Sachs (despite Brian’s lack of any resemblance to Miranda Priestly).

GENERAL OVERVIEW OF RESPONSIBILITIES

• Email management: triage and prioritize Brian’s inbox as much as possible - schedule appointments, handle responses, and follow up when necessary and appropriate so as to minimize the emails that require a direct response from Brian

• Calendar management: schedule meetings and conference calls, determine priorities, and enjoy the giant game of Tetris that is high-level scheduling

• Project work: handle high-level projects for the teams that Brian directly works with (mainly Expansion, Finance, Construction, and Property Management). This work varies but may include running financial reports, reconciling invoices and professional fees, and administering lease and entity paperwork.

• Location management: plan a light amount of travel for Brian and occasional trips that involve multiple members of the team. With the help of CIC’s travel agency, book hotels, flights, and ground transportation. When he’s in the office, keeping track of his whereabouts and carefully maintain and communicate with him regarding his schedule so that he gets to meetings on time and stays on track

• Creative problem solving: thinking proactively to better plan and forecast Brian’s time - provide agendas and updates as often as possible in order to keep Brian on top of his priorities and maintain a master list of current projects to ensure that nothing falls through the cracks

• Be on call during the day to receive/greet/orient Brian’s visitors and guests

• Periodically act as an internal “courier” to retrieve and deliver materials, office supplies, mail, and occasionally food and personal items

ATTRACTIONS OF THE JOB

• Personal growth: this is a great opportunity to learn and develop skills, such as real estate development, within the epicenter of the innovation community in Kendall Square. Brian’s background in real estate and his work on various boards throughout the city allow for a unique perspective into the real estate and transportation needs of a fast-growing area. Let us know if you have experience or interest in real estate!

• Fun people in a funky environment. What does our staff love most about working here? Their colleagues!

• Cool, creative clients. The clients and staff at CIC are sharp, diverse, motivated, and work in mostly startup high-tech and life sciences companies.

• Central location. CIC Boston is located in downtown Boston and is within a ten minute walk of the Blue, Green, Orange, and Red Lines. CIC Cambridge is a stone’s throw from the Kendall Square MBTA Red Line stop.

• Did we mention a funky environment? Chic tech workspace that inspires innovation and community. Access to Venture Cafe, the largest networking gathering in the entrepreneurial community in the Boston area.

REQUIREMENTS

• Minimum of a bachelor's degree

• At least two years of professional experience in an administrative role

• A natural interest for helping/supporting others and for thinking creatively about how to maximize time and push projects forward

• Excellent follow-through skills and memory for details, people, and projects

• 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.

Starting compensation is $53,581 per year plus 100% of the cost of a premium healthcare and dental package, long and short-term disability, life insurance, and 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 are proud to be an equal opportunity employer and consider all qualified 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. If you have a disability or special need that requires accommodation please let us know.