Senior Executive Assistant
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Job Description
Senior Executive Assistant supporting IonQ’s President/GM at a leading quantum computing platform company. Managing complex calendars, global travel, expenses, communications, and executive projects.
Responsibilities:
- Serve as the trusted right hand to the President/GM
- Manage scheduling, travel, expenses, and ad hoc projects
- Prioritize incoming requests and protect the Executive's focus and personal time
- Resolve calendar conflicts with minimal escalation
- Coordinate IT/AV for meetings, calls, and events with senior stakeholders
- Prepare daily and weekly briefings with agendas, attendee backgrounds, and materials
- Plan and book domestic and international travel, including flights, cars, and hotels
- Build detailed itineraries with confirmations, contacts, and contingency options
- Coordinate logistics across multiple residences and offices, including seasonal moves
- Manage passports, visas, Global Entry, loyalty programs, and travel preferences
- Monitor trips in real time and rebook when plans change
- Reconcile corporate and personal card expenses and submit expense reports
- Track invoices, vendor payments, memberships, and subscriptions
- Maintain travel and event budgets and flag anomalies
- Manage the principal's inbox, triage messages, draft replies, and flag priorities
- Draft correspondence and represent the principal as the first point of contact
- Coordinate with communications, PR, and social teams on announcements and appearances
- Maintain contact lists, gift records, and relationship notes
- Liaise with finance, accounting, and family-office teams as needed
Requirements:
- 5+ years of executive assistant experience in Tech or Finance
- At least 3 years supporting a C-suite executive, founder, or high-net-worth principal
- Advanced proficiency in Google Workspace and/or Microsoft 365
- Proven mastery of complex calendar management across time zones
- Extensive experience booking domestic and international travel
- Strong expense management skills with tools such as Concur, Expensify, Navan, or Ramp
- Exceptional written and verbal communication skills
- Demonstrated discretion with highly confidential business and personal information
- Bachelor's degree
- Strong aptitude for AI, including Claude and ChatGPT (preferred)
- Experience drafting external correspondence and executive talking points (preferred)
- Familiarity with travel between multi-residence logistics (preferred)
- Availability outside standard hours when travel or urgent matters require
- For U.S. non-technical jobs, must be a U.S. citizen or national, U.S. permanent resident, or lawfully admitted refugee/asylee due to export-control requirements
Benefits:
- Comprehensive medical, dental, and vision plans
- Matching 401(k)
- Unlimited PTO
- Paid holidays
- Parental/adoption leave
- Legal insurance
- Home technology stipend
- Bonus
- Equity
- Flexible work arrangements: onsite, hybrid, or fully remote
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