Executive Assistant

At CoLab, we help engineering teams bring life-changing products to the world years sooner. Our product, CoLab, is the world’s first Design Engagement System (DES) – a category defining product that Engineering teams use to engage in meaningful, productive design conversations, catch preventable mistakes, and get to market faster. Our customers include the largest engineering organizations in the world such as Ford, Johnson Controls, Komatsu, and Polaris in the industrial equipment, consumer products, automotive, aerospace & defense, and shipbuilding industries.

We’re not just offering a job; we’re inviting you to join a groundbreaking team that drives innovation in the tech industry. In this role, you’ll have the opportunity to work on cutting-edge projects with a team that values your unique skills and perspectives. Our supportive and collaborative environment is designed to foster your professional growth and creative problem-solving. With competitive compensation, comprehensive benefits, and a strong commitment to work-life balance, CoLab Software is where your career can truly thrive and make a meaningful impact.

Frequently cited statistics show that people who identify with historically marginalized groups are likely to apply to jobs only if they meet 100% of the qualifications. We encourage you to help us break that statistic and apply even if you don’t meet every single qualification—your potential is what matters most to us.

The Executive Assistant will provide key administrative support to the Senior Leadership Team (SLT), assist the CEO, and oversee general office management. This role requires a highly organized individual with strong multitasking abilities, attention to detail, and discretion. Proactive mindset with the ability to anticipate needs, solve problems before they arise, and take initiative to improve processes and assist the team effectively.

What you’ll do: 
-Assist in managing special projects and initiatives, ensuring they are completed on time and within scope for the SLT.
-Assist in preparing presentations and materials for board meetings, investor meetings, and public appearances.
-Assist the CEO with personal tasks, such as travel bookings, appointments, and other errands.
-Manage travel arrangements for the company, including booking flights and accommodations.
-Conduct research and compile information to assist the CEO’s strategic decision-making.
-Plan and manage personal events and gatherings, including logistical arrangements and coordination.
-Plan and execute company events and meetings, including our annual Team Weeks, handling all logistical details such as travel bookings, venue selection, catering, event planning, and on-site coordination.
-Ensure smooth execution of events, addressing any issues that arise promptly.
-Manage key CoLab programs and initiatives, including CoLab Cares, OH&S, and Collaborator of the week.
-Oversee daily office operations, ensuring an efficient and organized work environment.
-Manage office supplies, equipment, and maintenance requests, ensuring everything is in working order.
-Coordinate with vendors and service providers to address office needs and issues.
-Implement and maintain office systems and procedures to enhance efficiency.

What you’ll need: 
-Proven experience as an Executive Assistant or in a similar office management role.
-Strong organizational and multitasking skills with a keen eye for detail.
-Excellent communication skills, both verbal and written.
-Ability to manage sensitive information with confidentiality and professionalism.
-Flexibility to work in our St. John’s based office daily and adapt to varying tasks and priorities.
-Experience in travel and event planning is preferred.