Senior Executive Assistant to the Co-CEOs

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

Reporting to the co-CEOs, The Sr. Executive Assistant is a highly trusted, senior-level partner responsible for providing exceptional executive level support to the co-CEOs and senior members of the team. You will manage busy calendars with competing priorities, travel, expenses, and office logistics with good judgment and reliability. Done well, this buys the leadership back the hours they need to run the science, keeping the entire team unblocked.

The ideal candidate is a polished, poised under pressure, and highly resourceful professional who excels in a fast-paced and everchanging startup environment. 

What you'll own

Calendars and travel. You manage the co-CEOs’ calendars, prioritizing meetings, resolving scheduling conflicts, and protecting focused time for research and strategy. You coordinate meetings with our internal teams, external collaborators, and the board, and arrange domestic and international travel end to end.

Operations and expenses. You partner with the senior members of the team, including our leadership team members to keep action moving, and prepare the co-CEOs’ monthly expense reports, card reconciliations, and travel reimbursements.

Communications and meetings. You draft and proofread correspondence and agendas, handle logistics for meetings, presentations, and events, and take clear, actionable minutes, using AI appropriately. You are often the first, welcoming point of contact for collaborators, prospective hires, and visitors.

Records. You keep digital records, filing systems, and sensitive project folders organized and in line with our retention and confidentiality policies, and help organize review of communications for IP protection before publication, assisting with organizing towards publishing on preprint servers and journals.

Culture we're building

The disorders of the brain affect over 1,000,000,000 people around the world: Alzheimer’s, Parkinson’s, 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 we're looking for

• Experience supporting executives and senior leaders, ideally in a high-growth fundamental life sciences, biotech, or non-profit research organization.
• Serve as a trusted partner who anticipates needs, identifies potential conflicts and proactively recommends solutions. 
• Exceptional organization and attention to detail and the ability to juggle multiple priorities at the same time.
• Complete discretion with confidential information, including IP and sensitive organizational records.
• Calm, sound judgment when priorities shift fast. You are proactive rather than reactive and enjoy being the person everyone trusts to make things happen.
• Strong writing and communication skills and a service-oriented mindset, with openness to giving and receiving feedback.
• Fluency with Google Workspace or Microsoft 365 and Slack, and quick to learn specialized tools such as expense platforms.
• Demonstrated flexibility and willingness to support evolving institute needs and organizational priorities.. 
• Support logistics and planning for all-hands meetings, team meetings, leadership meetings, company events (e.g., retreats), employee engagement activities and cross functional initiatives. 
• A background or interest in science, engineering, or academic research, and familiarity with fundamental scientific culture, is a real plus. A degree (BS in biology, bioengineering, or a related field) is helpful, but real operating experience matters more to us than the credential.
• Perform other duties and responsibilities as needed to support the organization. 

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

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 field’s 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: $130,000 to $177,000, depending on experience, qualifications, and skills.