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30 Apr 2021
Full-Time Executive Aide to the President – Cambridge, MA
Job Description
CIC is looking for a driven, organized, and dedicated person to be the Executive Aide to the President. This person would primarily support the President of CIC, Brian Dacey, and offer mutual support to the other Executive and Administrative support staff at CIC. This is a fantastic opportunity for an exceptionally detail-oriented individual who thrives in a fast-paced, dynamic, community-oriented work environment.
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ABOUT BRIAN DACEY
Brian is an experienced real estate executive and entrepreneur focused on helping CIC expand to leading innovation cities around the world. 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 Newbury.
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ABOUT CIC
CIC is a global leader in building and operating innovation communities. Founded in 1999 in Cambridge, MA, CIC is one of the first companies to offer flexible office space and coworking options, providing a platform for the world’s most impactful entrepreneurs to innovate better and faster.
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We have locations in Boston, Cambridge, Miami, Philadelphia, Providence, Rotterdam, St. Louis, Warsaw, and Tokyo and are growing into other cities, within the US and abroad. CIC has supported over 6,000 startups, growth companies, and branches of larger organizations, representing for-profit, mission-driven, and non-profit sectors across a wide array of industries.
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CIC co-founded a number of mission-aligned organizations including Venture Café, CIC’s primary non-profit programming partner, and CIC Health, offering COVID-19 testing services to companies and the public.
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We invite you to explore all our openings and learn more about our teams here.
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YOUR DAY-TO-DAY WORK
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. 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.
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Responsibilities will include:
• Calendar management: scheduling meetings and conference calls, determining priorities, and enjoying the giant game of Tetris that is high-level scheduling. This role involves heavy calendar management, maintaining an organized calendar while determining priorities, working with the schedules of other team members, juggling professional commitments, and adapting to last-minute changes. In addition to scheduling conference calls and meetings, making sure he is prepared for all of them with any auxiliary materials, presentations, or research, and occasionally attending meetings to take minutes and track follow-ups.
• Project work: handling 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: When travel resumes, planning a light amount of travel for Brian and occasional trips that involve multiple members of the team including booking hotels, flights, and ground transportation. When he’s in the office, keeping track of his whereabouts and carefully maintaining and communicating with him regarding his schedule so that he gets to meetings on time and stays on track.
• Expense management: reconciling expenses and creating expense reports (both monthly expenses and travel expense reports) through Tallie Expense software.
• Inbox management: fully monitoring and managing Brian’s inbox, sorting priority communication and graciously communicating on his behalf at times.
• 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
• On-the-ground support: being on call during the day to receive/greet/orient Brian’s visitors and guests. Periodically acting as an internal “courier” to retrieve and deliver materials, office supplies, mail, and occasionally, food and personal items.
• Serving as support for other CIC teams, adapting to organizational needs, and jumping in to support other team members as needed.
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ABOUT YOU
You are a self-motivated and confident individual who can act as an intellectual support to the CIC President, with diplomatic ease. This role requires an excellent planner who possesses the ability to think ahead and who can identify snafus before they occur.
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More specifically, as our ideal candidate, you are:
• Meticulously attentive to details and able to “see around corners,” using excellent judgment to anticipate Brian’s needs and head off potential problems.
• Committed to work that is mission based; this work is an opportunity to make a powerful contribution to a larger effort.
• Comfortable gatekeeping and saying no to a wide variety of people, while also maintaining a friendly and empathetic outward demeanor. You are unrelentingly calm during chaos.
• Organized while managing a large amount of (sometimes confidential) information and contacts in order to help prioritize Brian’s time.
• Easily adaptable. You are able to manage multiple conflicting priorities and changing working conditions without loss of composure.
• A deeply attentive listener and reader and can absorb a lot in a short amount of time. You are a strong professional communicator, from your gracious phone manners to your meticulous attention to grammar in writing.
• A strong strategic thinker. You are eager to learn the nuances in Brian’s preferences – in order to make high level decisions – as well as the preferences of his contacts – in order to develop and maintain relationships with his network on his behalf.
• Able to work with limited direction, owning and managing tasks independently, but you are unafraid to ask questions as necessary.
• Personable, happy to help others, and naturally drawn to a very busy, ever-evolving environment
• Curious and intuitive. You have an interest in remaining current on your surroundings so you can add deeper value and context to your work
• Both a “doer” and a “thinker”. You are someone who rolls up their sleeves and jumps right in no matter what, but always in a thoughtful manner.
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In addition, you personify…
• The unruffled temperament and dedication of Pepper Potts
• The cleverness of Q
• The insight and seeming omniscience of Mrs. Landingham
• An accuracy on par with J.A.R.V.I.S.
• 30 Rock Assistant Jonathan’s desire to go the extra mile
• The ambition of Andy Sachs (despite Brian’s lack of any resemblance to Miranda Priestly)!
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YOU HAVE
• At least 2 years of administrative experience (exceptional recent college graduates may also be considered if you have relevant experience).
• Fluency in Google suite and video conferencing applications.
• Schedule flexibility. While you will be working during regular business hours, this role regularly requires project management skills and handling multiple issues as they surface in real time (mornings, evenings, and occasionally weekends during busy seasons of expansion and fundraising).
• The ability to work in downtown Boston or Kendall Square in Cambridge, depending on the day. To start, there will be flexibility to work from home as we continue to respond to the pandemic, though we anticipate that this role will be onsite once our corporate staff return to the office.
• An interest or experience in real estate or finance is a plus.
• 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.
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If you don’t meet all the qualifications and preferences but bring some other unique skills and experience that would be valuable in this role, please apply and highlight those attributes for us in your cover letter.
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OUR OFFER
• Starting compensation is $73,003.
• 100% company paid premium healthcare and dental benefits.
• 100% company paid long and short-term disability, and life insurance.
• 401k (must be 21+).
• Three weeks of vacation (more with seniority) plus thirteen holidays from the start.
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ATTRACTIONS OF THE JOB
In addition to helping our clients achieve great things, we work to ensure that our employees are healthy and supported. Some of the benefits of being here include:
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• Fun people in a dynamic space. We pride ourselves on finding driven and bright collaborators who are eager to lend their own unique skills to the team, as well as to our inspiring clientele. The number one reason CICers say they like working here is because of their colleagues!
• Personal growth. This is a great opportunity to learn and develop skills within the epicenter of the innovation community at a growing company.
• Discounted services and memberships on tools to make your life happier/healthier such as gym memberships, tech and design support, hotel stays, and other fantastic options.
• Free weekly COVID-19 testing when required to work on site.
How to Apply
Apply here: Application Link . CIC is committed to building teams that reflect the fabric of the cities we support. We welcome all 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. Any other human expressions and experiences not mentioned here are equally welcome. If you require an accommodation please let us know. We are proud to be an equal opportunity employer.602 total views, 0 today