Executive Operations Coordinator, CEO Office

This role is located in Somerville, MA - We are a hybrid work environment and this role requires in office presence 4-5 days per week.

Tulip, the leader in AI-native frontline operations, is helping companies around the world equip their workforce with composable, connected apps, leading to higher quality work, improved efficiency, and end-to-end traceability across operations. Tulip's cloud-native, no-code platform, powered by embedded AI, is driving the digital transformation of industrial environments through composable, human-centric solutions that go beyond disrupting the Manufacturing Execution System (MES) category.

A spinoff out of MIT, Tulip is headquartered in Somerville, MA, with offices in Germany, Hungary, Singapore, and Israel. Tulip has been recognized as a World Economic Forum Global Innovator, a 2024 Deloitte Technology Fast award winner, one of Energage's Top Workplaces USA, and one of Built In Boston's "Best Places to Work" and "Best Midsize Places to Work."

About You:

You thrive in the eye of the storm — calm, organized, and two steps ahead even when the calendar shifts at the last minute. You take pride in making complex logistics look effortless, and you understand that behind every well-run executive is someone quietly ensuring nothing falls through the cracks. You're a critical thinker with an exceptional eye for detail, a strong work ethic, and a natural love of organization. You don't wait to be told what to do — you anticipate, prioritize ruthlessly, and bring sound judgment and discretion to every interaction with the CEO, COO, and the broader executive team.

What Skills Do I Need?

• 3-5+ years of experience in executive support, operations, or coordination — with direct exposure to C-suite executives or a similarly high-velocity environment.
• Proven ability to manage competing priorities with confidence, composure, and sound judgment — proactive by nature, not reactive.
• Superb organizational skills and an obsessive attention to detail, with a high level of discretion and commitment to confidentiality.
• Excellent verbal and written communication skills, with the ability to represent executives professionally across all interactions.
• Strong working knowledge of Google Suite, Slack, and Atlassian tools; proficiency with AI tools is required, along with a genuine curiosity and drive to continue learning.
• Experience in a startup or high-growth company is required.

Key Responsibilities:

Calendar & Schedule Management

• Own complex calendar management for the CEO and CxO members of the Executive Team, strategically prioritizing and optimizing time across internal and external engagements.
• Anticipate scheduling conflicts and resolve them proactively, with a clear understanding of business priorities and executive preferences.
• Implement processes and systems that maximize executive productivity and protect focused time.
• Coordinate internal and external meeting requests, including recruiting and cross-functional scheduling, with speed and accuracy.
• Stay one step ahead — monitor upcoming commitments and flag anything that requires preparation, follow-up, or executive attention.

Communications & Executive Representation

• Act as a central point of contact for CEO and Executive Team communications via phone and email, representing executives with professionalism and discretion.
• Draft, review, and route correspondence on behalf of the executive team, ensuring accuracy and appropriate tone across all channels.
• Manage information flow in a timely manner, ensuring the right people have the right context at the right time.
• Build trusted relationships with internal teams, external partners, customers, and investors through consistent, high-quality communication.

Meeting, Event & Logistics Management

• Lead end-to-end preparation for executive meetings — coordinating schedules, sending invitations, arranging spaces, managing tech setup, ordering food, greeting visitors, and distributing briefing materials.
• Own logistics for leadership onsites, offsites, and Board meetings, including room bookings, IT/AV coordination, catering, dinner reservations, and materials distribution.
• Participate in meetings as needed to capture minutes and proactively follow up on action items with stakeholders across the organization.
• Support coordination of executive visits and external engagements, ensuring a seamless experience from arrival to departure.

Travel & Expense Operations

• Book and coordinate all executive travel — flights, hotels, ground transportation, and dining — with accuracy and attention to preference.
• Consolidate all logistics into clear, detailed itineraries that anticipate needs before they arise.
• Manage timely submission and tracking of executive expenses and budget reporting.
• Support light recruiting coordination for the CEO Office, including scheduling and candidate logistics, as needed.

Anything It Takes

• Show up as a true partner to the CEO Office — willing to roll up your sleeves, jump into the unexpected, and take ownership of whatever the business needs in the moment.
• Engage in prioritization conversations in real time, flagging trade-offs and asking the right questions rather than waiting for direction.
• Approach every ask — big or small, inside or outside your defined scope — with a "we're building something here" mindset.

Key Collaborators

• CEO & Executive Team
• CEO Office
• Operations Team
• People Operations Team
• Marketing Team
• Finance Team

Working At Tulip

We know even great candidates experience imposter syndrome. Even if you don't match every requirement, applying gives you the opportunity to be considered.

We're building a strong, diverse team that values hard work, families, and personal well-being. Benefits of working with us include:

• Direct impact on product and culture
• Company equity
• Competitive benefits package including Health, Dental, Vision, Short-term Disability, Long-term Disability, Life Insurance, AD&D Insurance, Flexible Spending Account (FSA), Commuter Benefits, Parental Leave, and 401(K)
• Flexible work schedule and unlimited vacation policy
• Fitness subsidies
• Dog-friendly office

We are an equal opportunity employer. At Tulip, we celebrate all. Qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Help us build an inclusive community that will transform frontline operations.