CIC’s CEO, Tim Rowe, is seeking a driven, organized, and dedicated individual to be his next Executive Assistant (EA) in Warsaw. The EA will work closely with the CEO, collaborating with numerous team members across the company on his behalf. This role offers an exceptional opportunity for a sharp, detail-oriented individual who thrives in a fast-paced setting and seeks hands-on experience within a dynamic, expanding global business.
ABOUT TIM
As Founder and CEO of
CIC, Tim Rowe’s main focus is establishing CIC in other cities and countries. In addition, Tim plays several roles in the local Cambridge and Boston communities and in the larger innovation community globally. He is a Chairman of the
Venture Cafe Global Institute (CIC’s non-profit arm),
MassRobotics (CIC’s sister shared robotics labs) and
Roomzilla room reservation system; additionally, Tim co-founded and served as the inaugural Chair of
LabCentral, the world's leading shared laboratory for life sciences. He is a recipient of BostInno’s “
50 on Fire” award, recognizing his contributions. Tim has long been interested in how communities can come together to foster innovation. In 2008, Tim founded the
Kendall Square Association, together with MIT and other partners, beginning a journey of understanding about how to foster innovation districts in cities. Earlier in his career, Tim co-founded a venture capital fund in Cambridge, New Atlantic Ventures. Tim is an empty nester (3 kids!) who lives with his wife and 2 cats in Somerville, MA.
ABOUT YOU
You are a self-motivated and confident individual who can act as an operational and intellectual support to Tim, with diplomatic grace. The role requires an excellent planner who possesses the ability to think ahead and who can identify snafus before they occur. This is not a 9-5 job. While you will be primarily working during regular business hours, this role regularly requires project management skills and handling multiple issues as they surface in real time. While based in Warsaw, you’ll primarily work during business hours but may need to adjust to different time zones due to Tim’s frequent international travel. Occasionally, you may work from other CIC offices to support Tim’s global initiatives. Tim travels frequently (especially internationally), which means that you occasionally need to work in alignment with a different time zone. While CIC’s HQ is in Cambridge, Massachusetts, and Tim spends between 50-75% of his time there, Tim’s EA is expected to be based in Warsaw in order to have the most overlap with the time zones Tim works in and with.
Key qualities we seek in a candidate:
• Exceptional attention to detail.
• An anticipatory mindset, capable of foreseeing needs and proactively addressing potential challenges for Tim and the team.
• Attentive listener and reader with polished communication skills, including strong grammar and a courteous phone manner.
• Ability to process large amounts of information quickly, manage requests with minimal detail, and adapt to Tim's preferences.
• Curious, proactive, and eager to learn—this role involves significant independence, with guidance from the EA Team.
• Skilled at building positive relationships with team members, clients, colleagues, and vendors, treating each group with respect and professionalism as Tim’s representative.
• Ready to take on projects independently with minimal direction, while also managing daily administrative tasks.
• A “doer” and a “thinker”; hands-on with a thoughtful approach.
• Interest or experience in international business settings.
YOUR DAY-TO-DAY WORK
1. Scheduling and Administrative Support:
• Calendar Management Expert: Oversee Tim’s complex scheduling needs, including organizing all appointments and travel (domestic and international), managing priorities, aligning with team schedules, coordinating professional commitments, and adapting swiftly to last-minute changes. This includes not just arranging meetings but optimizing the overall workflow to ensure a positive experience for all involved.
• Comprehensive Travel Coordination: Manage extensive travel for Tim and occasionally for members of the Expansion Team, including booking flights, hotels, and meetings abroad. Be on-call for any travel-related issues or adjustments, monitoring schedules and addressing changes at any hour if needed.
• Expense Management: Process Tim’s expense reports, including monthly and travel-related expenses, using Tallie Expense software (training provided).
• Internal Errands: Handle essential tasks such as picking up and delivering materials, ordering and distributing food, office supplies, mail, and personal items.
• Visitor Coordination: Welcome and orient Tim’s visitors, including international delegations, startup CEOs, ambassadors, and other distinguished guests.
• Personal Assistance: Provide light personal assistance, including coordinating Tim’s work schedule with personal commitments and arranging travel for family members who may accompany him on work trips.
2. Strategic Prioritization and Goal Alignment with Tim:
• Extensive Email Management: Take charge of Tim’s Google inbox by organizing, prioritizing, and handling or delegating emails as much as possible. Respond on Tim’s behalf when appropriate, reduce the volume of emails requiring his direct attention, and track any necessary follow-ups.
• Gatekeeping and Time Optimization: Serve as a gatekeeper for both internal and external requests, ensuring Tim’s time is used effectively for meetings and project work. Make empowered decisions on his behalf while discerning when Tim’s direct input is needed.
• Time Prioritization: Collaborate with Tim to prioritize and allocate time effectively, ensuring his focus aligns with key leadership and business expansion objectives.
3. Project Support:
• Presentation and Content Development: Collaborate with Tim to research and prepare materials such as PowerPoint presentations, blog posts, and thought leadership pieces for his speaking engagements and expansion pitches.
• Account and Contact Management: Organize and manage Tim’s business and administrative accounts, professional biographies, LinkedIn, and contact information, keeping all records, including business cards, in an efficient system.
• Itinerary and VIP Coordination: Create detailed travel itineraries for Tim’s international trips and coordinate logistics for visiting delegations and VIP guests at CIC and partner locations, ensuring a seamless experience for all visitors.
YOU HAVE
• Bachelor’s degree or equivalent experience.
• Professional or organizational experience, with value placed on non-traditional backgrounds like volunteering, clubs, internships, and activism. Recent graduates with relevant skills have succeeded in this role.
• Language skills are a plus, especially Arabic, Dutch, French, German, Japanese, Korean, Polish, Portuguese, or Spanish; English fluency required.
• Ability to stay calm under pressure and prioritize effectively.
• Proficiency in Google Apps for Business and Microsoft Office.
• Strong multitasker with excellent attention to detail and commitment to supporting others.
• Interest in a long-term role with growth potential.
• The ability to legally work in Poland (CIC is unable to sponsor visas for this role at this time).
OUR OFFER
• Full-time employment contract (no B2B option).
• Private medical care (family or individual plan).
• City transportation card (ZTM).
• Access to my-benefit platform.
• PPK (optional).
• Allocated budget for training (customized to specific requirements of the role and organization's objectives).
Please submit your application in English. Thank you!
CIC welcomes all candidates regardless of race, color, ancestry, gender identity or expression, religion, national origin, sexual orientation, age, citizenship, marital status or disability. If you require an accommodation please let us know. We are proud to be an equal opportunity employer.
