Administrative Assistant to the CTO

Mesa Quantum Systems•Albuquerque, NM

About The Position

Mesa Quantum is building the next generation of quantum sensing and Position, Navigation, and Timing (PNT) technologies. Our mission is to make quantum technologies practical, scalable, and deployable in real-world applications spanning defense, critical infrastructure, telecommunications, and autonomous systems. As we continue to grow, we are seeking a highly organized and proactive Executive Assistant to support the CTO and help ensure the smooth execution of technical, operational, and administrative activities across the organization.

Requirements

Exceptional organizational and time-management skills.
Strong written and verbal communication abilities.
High attention to detail and ability to manage multiple priorities simultaneously.
Ability to work independently and take ownership of responsibilities.
Strong problem-solving skills and sound judgment.
Proficiency with Google Workspace, Microsoft Office, spreadsheets, and project management tools.
Ability to handle sensitive and confidential information with discretion.

Nice To Haves

Experience supporting technical leaders, executives, researchers, or engineering teams.
Experience with grant administration, proposal coordination, government contracts, or research organizations.
Familiarity with startup environments and fast-paced organizations.
Experience coordinating vendors, suppliers, procurement, or operational workflows.

Responsibilities

Manage the CTO's calendar, scheduling, and priorities, ensuring time is allocated effectively across technical, operational, and strategic activities.
Coordinate internal and external meetings across multiple stakeholders, partners, suppliers, customers, and collaborators.
Ensure the CTO is prepared for meetings with relevant agendas, materials, documents, and background information.
Track action items, commitments, and follow-up tasks, ensuring timely execution and accountability.
Maintain organized records of key documents, communications, and technical materials.
Assist with grant, contract, and proposal submissions by gathering documentation, coordinating inputs, and tracking deadlines.
Support completion of forms, registrations, certifications, reporting requirements, and administrative documentation.
Coordinate with internal team members and external partners to collect required information for proposals and reports.
Maintain organized records of grant-related documentation and submission materials.
Coordinate domestic and international travel, including flights, accommodations, transportation, itineraries, conference registrations, and meeting logistics.
Manage travel schedules and ensure smooth execution of technical visits, customer meetings, conferences, and partner engagements.
Handle last-minute travel changes and logistical challenges as needed.
Support supplier, vendor, and partner coordination activities.
Assist with purchasing workflows, order tracking, documentation, and logistics.
Manage NDAs, contracts, vendor paperwork, onboarding documents, and related administrative processes.
Maintain organized filing systems for technical, operational, and business records.
Help coordinate activities across engineering, photonics, manufacturing, operations, and external collaborators.
Track deadlines, milestones, deliverables, and follow-up items across multiple projects.
Support technical reviews, team meetings, customer visits, and project planning activities.
Assist with organizing technical workshops, offsites, team events, and customer demonstrations.