Executive Assistant & Office Manager

Reports to: Director of Operations

Supports: Executive team

Location: On-site at HQ in Charlestown (Boston), MA

Travel: Minimal — occasional support at company events or offsites as needed

About Eyebot

Eyebot is an outcome-focused technology company on a mission to make vision care accessible to everyone, equally. Headquartered in Boston’s Charlestown neighborhood and backed by top investors and the National Science Foundation, our vision test kiosk is reshaping how vision care is delivered.

If you are passionate about solving big problems and building the future of vision care, we would love to hear from you.

About the Role

We're looking for an Executive Assistant & Office Manager to keep our leadership team organized and our office running smoothly. This role is the go-to person for making sure our C-Suite is where they need to be, prepared for what's next, and not losing time to logistics, while also making the office a place where the team can focus and do their best work.

You'll own executive calendars and travel, run the day-to-day of our office, and be the person the team turns to when something needs to get handled. As you get your footing, there's plenty of room to take on special projects across the business based on your interests and where the company needs help.

What You'll Own

Executive Support

Manage complex, fast-changing calendars for the C-Suite, including internal meetings, partner and investor meetings, and recurring cadences

Book and manage domestic and international travel — flights, hotels, ground transportation, and itineraries — and handle changes or disruptions as they come up

Prepare executives for their day: confirm meetings and flag conflicts early

Coordinate scheduling across the broader executive team for leadership meetings and cross-functional syncs

Process expense reports for the executives in line with our T&E policy

Handle sensitive and confidential information with discretion

Office Management

Order and coordinate team lunches three days a week

Keep the office stocked with supplies, snacks, and kitchen essentials

Serve as the first point of contact for day-to-day office needs — submitting maintenance requests, scheduling routine vendor visits (cleaning, IT, repairs), and following up until issues are resolved

Manage incoming mail and packages, and help with coordinating outgoing shipments as needed

Support People Ops in getting the office ready for new hires (desk setup, badge/building access, and a smooth first-day experience!)

Coordinate visitor logistics for guests, partners, and interview candidates

Help plan and run in-office team events, celebrations, and meetings

Special Projects

Take on special projects as needs come up and as your interests grow

Identify ways to make things run more smoothly for the exec team and the office, and put them into practice

What We're Looking For

Background as an EA, office manager, or admin is helpful but not required

Highly organized and detail-oriented, able to juggle multiple calendars, priorities, and last-minute changes without dropping things

Strong communicator who's comfortable working directly with senior leaders and the whole team

Self-starter who takes initiative, anticipates needs, and is comfortable figuring things out without a playbook

Sound judgment and discretion with confidential information

Proficient with Google Workspace (Calendar, Gmail, Drive) and Slack, or quick to pick up new tools

Collaborative, curious, kind, and adaptable