Executive Assistant

A CI portfolio company is looking to hire an Executive Assistant to support our C- Suite executives and the office operations in our office in New Haven, CT. This role requires a team player who is motivated to help their colleagues and enjoys working collaboratively on a variety of projects. The successful candidate will be a problem solver with excellent communication and interpersonal skills, who can adapt to changing circumstances. The successful candidate will demonstrate a positive, can-do attitude; integrity; and flexibility to contribute to multiple workstreams as needed.

What You'll Do:

Communication Management

• Email Oversight & Summarization: Monitor, filter, and summarize daily emails. Flag urgent items and draft replies when appropriate.
• External Communication Support: Assist with composing professional correspondence (e.g., replies, meeting follow-ups, announcements).
• Announcements & Posts: Draft and distribute internal or external announcements, updates, and relevant information.

Scheduling & Coordination

• Calendar & Meeting Management:
• Coordinate and schedule internal and external meetings across multiple time zones.
• Send reminders, prepare agendas, and ensure proper follow-up.
• Travel Planning:
• Organize business trips including flights, accommodations, ground transportation, and itineraries.
• Event & Conference Registration:
• Handle registrations, documentation, and logistics for industry events, speaking engagements, or conferences.

Contact & Relationship Management

• CRM & Contact Organization:
• Compile and organize contact lists, business cards, and networking information.
• Maintain a log of key meetings, introductions, and follow-ups.
• Conversation & Meeting Tracking:
• Maintain records of key discussions, stakeholder interactions, and outcomes.

Administrative & Office Operations

• Serve as the central point of coordination for daily priorities, ensuring all tasks align with leadership needs.
• Organize digital and physical files, including contracts, photos, letters, and receipts.
• Expense & Procurement Management:
• Prepare travel and office expense reports.
• Support office purchases and inventory management (e.g., equipment, supplies, snacks).

Logistics & Errand Support

• Handle tasks such as shipping, courier arrangements, food ordering, and local errands.
• Make restaurant and venue reservations for team meetings or executive functions.

Team & Culture Support

• Help coordinate team calendars, hiring plans, and onboarding schedules.
• Organize team-building activities, retreats, and entertainment.
• Support initiatives to foster a positive and productive work environment.

Information Synthesis & Support

• Attend meetings (as needed), take detailed notes, and summarize key takeaways.
• Assist in drafting summaries and briefings for reports, or communications.

Qualifications:

• Bachelor's degree in business administration or a related field (preferred).

• Proven experience as an Executive Assistant or similar role, supporting C-level executives.

• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.

• Strong attention to detail and excellent problem-solving abilities.

• Excellent verbal and written communication skills.

• Proficiency in using productivity tools and software such as Microsoft Office Suite.

• Ability to handle sensitive and confidential information with the utmost discretion.

• Demonstrated ability to work independently and collaboratively within a team.

• Flexibility and adaptability to changing priorities and dynamic work environments.

Connecticut Innovations and their portfolio companies are equal opportunity employers. We celebrate diversity and are committed to creating an inclusive environment for all employees.