Executive Assistant providing administrative support to multiple executives in the engineering sector. Managing communications, scheduling, and organizational tasks within a hybrid work environment.
About the role
- Senior Executive Assistant at IonQ, providing administrative support for leadership team. Managing schedules, communications, and key initiatives in a fast-paced environment.
Responsibilities
- Provide comprehensive support, including complex calendar management, meeting logistics (space preparation, catering, and technology setup), travel coordination, and expense reporting.
- Manage executive inboxes by triaging emails, responding on behalf of executives when appropriate, synthesizing key information, and prioritizing urgent matters.
- Independently manage and prioritize scheduling based on shifting business needs, project timelines, and organizational priorities.
- Attend key meetings, capture detailed notes, track action items, and ensure timely communication with stakeholders.
- Collaborate with Finance (FP&A) to organize budget requests, facilitate review meetings, and manage follow-up items to ensure departmental financial goals are met.
- Lead inter- and intra-departmental projects by developing action plans, maintaining project trackers, and driving accountability across stakeholders.
- Arrange complex domestic and international travel, including multi-leg itineraries, accommodations, ground transport, and necessary visa/entry documentation.
- Independently organize and submit precise expense reports, managing all receipt collection and fact-gathering required for reimbursement.
- Assess requests for executive time, determining priorities, delegations, or declines; conduct initial discovery to evaluate necessity of executive involvement.
- Execute special assignments and administrative tasks as needed to support the office of the executive.
Requirements
- 8+ years of administrative experience, including at least 5 years supporting C-suite or VP-level executives.
- Experience operating within a fast-paced technology environment, including direct inbox and executive workflow management.
- Strong business acumen with the ability to understand industry terminology, workflows, and basic financial processes.
- Demonstrated sound judgment and decision-making in managing executive priorities and communications.
- 3+ years of experience coordinating complex domestic and international travel.
- Proven ability to manage multiple executive stakeholders and navigate competing priorities.
- Advanced proficiency in Google Workspace (Gmail, Sheets, Slides, Docs)
Benefits
- comprehensive medical, dental, and vision plans
- matching 401K
- unlimited PTO and paid holidays
- parental/adoption leave
- legal insurance
- home technology stipend
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