Executive Administration Assistant - Waltham - Irradiant Technologies Inc.

    Irradiant Technologies Inc.
    Irradiant Technologies Inc. Waltham

    1 week ago

    Description
    Position Summary:
    We're looking for an experienced, highly proactive Executive Assistant to partner with our executive team, whilst also owning key office management and workplace operations in our Waltham HQ. This is a high-trust role at the center of the company, ideal for someone who can anticipate requirements, create calm, thorough systems, and thrive in a fast-moving, technical startup. You'll be responsible for the executive team's time, travel, and administrative workflows, whilst ensuring the office runs smoothly as we scale up. We are a 30+ person team with added external lab/engineering support, frequent visitors, and shipping/receiving contact.
    What you'll be doing
    Executive Support:
    • Own complex calendar management across multiple leaders: prioritization, conflict resolution, agenda prep, and follow-ups.
    • Coordinate internal and external meetings (customers, partners, candidates, investors, advisors), including logistics and materials.
    • Draft, proofread, and format communications and documents (emails, memos, presentations, meeting notes).
    • Handle sensitive/confidential information with discretion and excellent judgment.
    • Act as a "force multiplier": anticipate bottlenecks, flag risks early, and keep priorities moving.
    • Light HR support and employee contact.
    Travel & Expense Management:
    • Plan and book complex travel (air/hotel/ground), manage changes in real-time, and maintain itineraries.
    • Process and reconcile expense reports, credit card receipts, and travel documentation.
    • Coordinate offsites, conferences, and customer visits (registration, shipping materials, schedules, on-site logistics).
    Administration & Co-ordination Support:
    • Prepare meeting agendas, take notes when needed, track action items, and drive closure.
    • Support recruiting logistics for senior roles (scheduling, candidate experience, on-site co-ordination).
    • Create and maintain lightweight systems: templates, checklists, recurring workflows, executive "run books".
    Office Management / Workplace Operations:
    • Own day-to-day office operations: supplies, mail, shipping/receiving, vendors, service contracts, and general facilities coordination.
    • Be the point person for office vendors (IT support, cleaning, building management, security/badging, catering).
    • Support onboarding/offboarding logistics (workstations, access coordination, welcome experience) in partnership with IT/Operations.
    • Coordinate events and culture moments (team lunches, milestone celebrations, all-hands setup).
    • Maintain an organized, safe, and welcoming workplace for employees and visitors (including customer demos/visits).
    What experience you'll bring
    Essential:
    • 10+ years of senior Executive Assistant experience in start-up environments.
    • Demonstrated success in a fast-paced environment with shifting priorities and time-sensitive deadlines.
    • Excellent written/verbal communication; strong attention to detail and follow-through.
    • High integrity and discretion; proven ability to manage confidential information.
    • Strong tech/tool fluency (Google Workspace or Microsoft 365, Slack/Teams, Zoom, calendar systems, expense tools).
    • Comfortable being on-site and "hands-on" with office operations (light lifting, shipments, vendor coordination).
    • Excellent communication skills in a culturally diverse environment.
    Preferred:
    • Experience in a tech start-up and/or hardware, deep tech, semiconductor, optics, photonics, advanced manufacturing or R&D/lab-adjacent environment.
    • Experience supporting multiple Executives simultaneously (triaging priorities across leaders).
    • Event planning, trade show coordination, vendor negotiation, and basic budget tracking exposure.
    • Interest in growing into broader operations leadership over time (e.g., Workplace Ops Lead, Business Operations Lead, Chief of Staff).
    Personal:
    • Calm, solutions-oriented, and unflappable under pressure.
    • As a start-up, this environment is one of rapidly changing requirements, and this role requires an ability to adjust as necessary.
    • Proactive and anticipatory; doesn't wait to be asked.
    • Friendly and service-minded, whilst maintaining boundaries and prioritization discipline.
    • Systems thinker: enjoys making processes repeatable and improving how the office and exec team operate.
    About Us
    Irradiant Technologies is pioneering the future of nano-optics and photonics with our proprietary 3D nanofabrication platform. Our technology enables the creation of optical components with geometries and refractive index profiles previously unattainable, opening doors to entirely new classes of photonic devices. By redefining what is possible in optical design and manufacturing, we are accelerating innovations in sensing, communication, imaging, display, and computation. We are expanding our team with passionate individuals who thrive at the cutting edge of technology.
    Compensation and Benefits
    The salary range for this role is $80,000 - $110,000 and we are committed to equitable compensation across our company. We handle our benefits through an annual reimbursement to give our employees greater flexibility with the plans that meet their needs. We offer a Flexible Paid Time Off policy and encourage people to take regular vacation.
    Equal Employment Opportunity
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