Executive Assistant

PsiQuantum•Palo Alto, CA

About The Position

PsiQuantum is seeking an Executive Assistant to support executives, working with guidance from the CoS and in coordination with the Senior Leadership Executive Assistant team. The role provides efficient, responsive coverage for executive needs, including in-person support and travel with the EVP as required. It involves coordinating closely with the CoS and EA teams, supporting executive communications and meeting readiness, and helping ensure that actions and commitments are followed through. The Executive Assistant also partners with other assistants, particularly across the CBO and CSO offices, and provides backup support to the EA team. The position requires discretion, professionalism, sound judgment, flexibility, and the ability to manage changing priorities in a fast-paced environment. The role may involve time-sensitive requests outside normal business hours and requires interest in, or the ability to follow, discussions about scientific, technical, and funding-related topics. A bachelor's degree and at least five years of related experience supporting C-level executives are required; startup or high-growth company experience is also required. Experience supporting a CEO or founder is a plus. The position may be filled in one of four U.S. geographic zones, with estimated annual base salary ranges of $116,900–$137,400 in Zone 1, $105,300–$123,700 in Zone 2, $93,500–$109,900 in Zone 3, and $81,900–$96,200 in Zone 4. Full-time roles are eligible for equity and benefits. Benefits include health coverage, a 401(k) with company match, equity grants, financial wellness resources, wellness benefits, family support programs, life and disability insurance, paid leave, paid holidays, discretionary time off, and an end-of-year company shutdown. Eligibility and availability may vary by location, role, or employment status.

Requirements

Bachelor's degree required.
At least 5 years of related experience supporting C-level executives in a fast-paced environment.
Startup experience or experience working for a high-growth, very fast-paced company required.
Ability to manage changing calendars, meeting requests, and appointments.
Ability to work across different time zones.
Experience booking extensive global travel.
Ability to anticipate work, multitask, handle multiple workstreams, and prioritize assignments effectively.
Ability to work in a fast-paced environment where meetings, travel schedules, and priorities constantly change.
Strong attention to detail and ability to work quickly and efficiently with little to no direction from leaders.
Strong interpersonal skills and ability to build relationships across the company.
Sound judgment in handling queries, calls, and issues.
Highly resourceful, team-oriented approach.
Strong organizational and communication skills.
Willingness to handle time-sensitive requests during non-business hours.
Interest in learning about, or ability to follow, discussions involving scientific, technical, and funding-related topics.
High proficiency with Microsoft Outlook, Excel, Word, and PowerPoint.
Commitment to the highest ethical standards.
Ability to remain organized, discreet, analytical, and flexible while exercising good judgment.
Ability to provide in-person support and travel with the EVP as required.

Nice To Haves

Experience supporting a CEO or founder.

Responsibilities

Provide responsive coverage for executive needs, working with guidance from the CoS and in coordination with the Senior Leadership Executive Assistant team.
Be available in person and travel with the EVP as required, primarily supporting on-the-ground needs and coordinating with the CoS and EA teams.
Attend assigned meetings and take minutes and action items.
Coordinate with the CoS team to track and complete outstanding actions, including those arising from executive interactions and internal communications such as Slack and email.
Manage the executive's calendar, handle meeting and appointment requests, and schedule or redirect requests as appropriate.
Support EVP communications and ensure the EVP is prepared for meetings.
Coordinate with relevant company stakeholders to communicate and close out EVP-directed actions.
Arrange complex travel plans, itineraries, and trip agendas, including extensive global travel.
Maintain smooth, discreet, and professional communication between executives and internal departments.
Partner with other Palo Alto-based EAs on cross-functional initiatives and alignment across offices, especially the CBO and CSO offices.
Work on special projects as directed.
Provide backup to other Executive Assistant team members as needed.
Complete and process expense reports.
Perform additional duties as assigned.