Senior Executive Assistant

The Mindspan Institute is a new non-profit research institute in Cambridge, MA, aimed at building novel tools to analyze the human brain, and scaling them to study its molecules and wiring. We interpret how they contribute to brain functions and dysfunctions, and share our tools and discoveries as freely as possible, to advance human health.

The role

You will be the administrative partner to Mindspans two co-CEOs, and one of the key people who keeps a fast-growing institute running. The job is calendars, travel, communications, expenses, and logistics, done with good judgment and near-total reliability. Done well, it buys the co-CEOs back the hours they need to run the science, and it keeps the rest of the team unblocked.

Be clear-eyed about what the work is. A lot of it is detail under pressure: reconciling a calendar that changes hourly, catching the travel conflict before it becomes a missed flight, making sure the right version of the progress report is sent to the board. It suits someone who likes creating order out of moving parts, is comfortable in a technical environment without needing to be a scientist, and can be trusted with confidential information without exception. If you anticipate whats needed before youre asked, this is a role where that shows.

You will report directly to the co-CEOs of Mindspan. Due to the dynamic nature of science in a fast-paced environment, sometimes unusual hours might be required, or more hours before a deadline.

What youll own

Calendars and travel. You manage the co-CEOs calendars, prioritizing meetings to drive the scientific mission of Mindspan, resolving conflicts as they arise, and protecting blocks of focused time for research and strategy. You coordinate meetings across our engineering, science, and computational teams, academic and other external collaborators, and the board. You arrange domestic and international travel end to end: flights, lodging, itineraries, and the agendas that go with them.

Operations and expenses. You are an administrative point of contact for day-to-day operations, using our HR, procurement, and expense tools to help track onboarding, log requisitions, and keep purchasing moving with suppliers. You prepare the co-CEOs monthly expense reports, card reconciliations, and travel reimbursements, and you get them right.

Communications. You draft and proofread correspondence, meeting agendas, and institutional announcements, and you handle the logistics behind presentations and events. For meetings, you distribute materials, manage venue logistics (including coffee and food), and take clear, actionable minutes for the record. You are also often the first, welcoming point of contact for collaborators, prospective hires, and visitors.

Records. You keep our digital records, filing systems, and sensitive project folders organized and in line with our retention and confidentiality policies. You help manage the logistics of manuscript submissions, tracking formatting requirements and deadlines for preprint servers and journals.

Culture were building

The disorders of the brain affect over 1,000,000,000 people around the world: Alzheimers, Parkinsons, stroke, and other conditions. We operate with a sense of urgency, even as we look to understand the brain at its most fundamental levels.

We expect people to be independent and collaborative, mission driven and serendipity welcoming, and problem solvers at their core.

What were looking for

You have 4+ years supporting senior leaders, ideally in a high-growth life sciences company or biological non-profit research institute. You are fluent in the standard productivity stack (e.g., Google Workspace or Microsoft 365, Slack) and quick to pick up specialized operational software (e.g., HR, procurement, and expense platforms).

You are exceptionally organized and precise, able to track dozens of moving parts across several projects at once without dropping any. You handle confidential information, including IP and sensitive organizational records, with complete discretion. And you are calm and resourceful when priorities shift fast, which they will. A background or interest in science, engineering, or academic research is a real plus.

You have a strong detail orientation and exceptional organizational, planning, interpersonal, and communication skills. You are good at writing, can work independently and lead and manage, and can prioritize and multitask as needed. Self-motivation, commitment to high quality standards, and a service-oriented mindset are all key. You have good judgment, balancing flexibility and focus, action and planning, speed and thoughtfulness, as appropriate. You are open to giving and receiving feedback, constructively and thoughtfully, to advance scientific missions and personal growth.

This is an in-person job. Flexible hours may be required at times.

A degree (BS in biology, bioengineering, or a related field) is helpful, but real operating experience matters more to us than the credential. We are looking for someone who takes genuine pride in making complex organizations run beautifully. The ideal candidate is proactive rather than reactive, thrives on responsibility, and enjoys being the person everyone trusts to make things happen.

What we offer

The chance to help launch an independent research institute from the ground up, and to work at close range with some of the fields most adventurous scientists, as the team scales. You will get to contribute to addressing one of the most important unmet medical needs of our time, as part of the initial team. You will learn lots of things that probably cannot be learned any other way, as you solve problems, build, and work with others. As Mindspan grows, we expect this role to grow with it. We are excited to invest in someone who wants to take on increasing responsibility over time.

Comprehensive health, dental, vision, and family benefits, and a matching retirement contribution.

Expected salary: $120,000 to $170,000, depending on experience, qualifications, and skills.

The Mindspan Institute is an Equal Opportunity Employer. We are committed to a collaborative and scientifically rigorous environment for everyone who works here.

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