Our client is a global innovative technology start-up based in Cambridge, MA, focused on delivering actionable health monitoring for all. Invented and founded in 2018 by Harvard astrophysicist, the company succeeds where traditional wearable biofeedback devices fall short.

At the core of their breakthrough technology is a revolutionary heart-health monitor and app, utilizing next-generation infrasonic sound-based technology™ accessible through a pair of everyday earbuds. This cutting-edge approach captures the deepest insights into your bio-signals, offering actionable guidance on stress management and empowering you to take control of your health, well-being, and performance.

The company envisions creating GPS for health and well-being – a dynamic platform that delivers real-time, precise health data and an engaging user experience that shapes behavior and drives better health outcomes.

Their ultimate goal is to provide people with actionable data to eliminate heart failure as the leading global cause of death just as glucose monitoring did for diabetes.

We are looking for an Executive Assistant to support the CEO of our Client.

The Executive Assistant will be responsible for organizing and managing communications, information flow, and scheduling required for critical meetings and decision making. 

The ideal candidate will have proven experience supporting high-level executives, with a focus on communications, project management, team facilitation, and collaboration. This dynamic position requires a self-starter with superior time management and communication skills, along with the ability to anticipate, think critically and offer solutions, while operating with a high level of professionalism, diplomacy and discretion.

Executive Assistant will enjoy working in a fast-paced environment that is purpose and results driven and be a collaborative partner who exhibits a passion for winning with a track record for delivering exceptional results.

Executive Assistant
Location: Krakow or hybrid

Experience and knowledge

• Bachelor’s degree in Business Administration or related field preferred.
• Startup experience is a plus.
• In-depth knowledge and proficiency in the use of Google Suite, Microsoft Office, DocuSign, and Acrobat Reader.
• Confluence proficiency preferred.
• Outstanding English written and oral communication skills; must be able to work with and collaborate with internal and external stakeholders.
• Skilled and focused on prioritizing, multitasking, and demonstrating a sense of urgency and respect for deadlines by always planning ahead and managing time effectively.
• A proactive project manager who is able to connect and summarize themes from multiple information sources.
• Demonstrated aptitude to prioritize tasks based on comparative importance and urgency.
• Ability to work with minimal supervision and direction within a fast-paced, deadline-oriented and at times stressful environment.
• Strong attention to detail and demonstrated ability to provide a high level of accuracy.
• Solid judgment and decision-making ability.
• Proven experience working in a professional manner.
• Ability to handle sensitive information with a high degree of confidentiality.

Tasks

• Manage and coordinate all aspects of the day-to-day calendar of the CEO including plan business trips, flights, accommodation, and ground transportation.
• Prioritize inquiries and requests and troubleshoot conflicts by executing solid judgment to assign importance and urgency.
• Serve as the primary point of contact for internal and external stakeholders on matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Accountable for a broad range of administrative duties such as booking and coordinating meeting arrangements (including Board of Directors meetings), providing and compiling business critical information, preparing agendas, reports and presentations, responding to and directing incoming inquiries, and special projects.
• Assists the CEO in all aspects of Board of Directors and Advisory Committee meetings. Assists with the preparation of the agenda, PowerPoint presentations, meals, set up of equipment, etc.
• When necessary, attend meetings taking notes and following up on action items.
• Own and maintain organizational communications: Confluence pages, meeting notes, etc.
• Handles all the CEO’s expense reports and other financial matters as necessary. This includes maintaining and tracking office and department budget and expenses against the annual budget; codes and processes department and or invoices.
• Manage all incoming Company’s correspondence in the Polish office and distribute and or process for payment as appropriate.
• Process all HR related paperwork for Polish new hires and employees and provide necessary reports to SVP, HR and CEO.
• Build relationships and interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Leadership Team, Board of Directors, Advisors, Investors, Business Partners, etc.
• Makes all domestic and international travel and lodging arrangements for other Leadership Team Members as needed.
• Schedule meetings, conference calls, and offsite meetings for the company.
• Manage all onsite and offsite events logistically, from preparing agendas and PowerPoint presentations to ordering and setting up; you will be the owner of the success of these events.
• Support other members of the Leadership Team as needed with various administrative needs and will be responsible for acting as the office manager for the Polish office including leading the effort to ensure adequate supplies are available, coordinating maintenance issues, lease negotiation, etc.
• Handle detailed tasks involving legal admin, documentation, signing, finance, investments and accounting related items.
• Performs additional duties as assigned.