Senior Executive Assistant

IonQ•College Park, MD

2d•$112,800 - $141,000

About The Position

IonQ is seeking a Senior Executive Assistant to serve as the trusted right hand to the President/GM. The role is responsible for scheduling, travel, expenses, and ad hoc projects. The supported executive travels frequently across multiple time zones and has an extremely demanding calendar. The ideal candidate is discreet, proactive, able to exercise sound judgment independently, and polished in representing the executive. Experience drafting and managing written communications and an aptitude for AI are strongly preferred. The position may be onsite or hybrid at one of IonQ’s U.S. offices, or fully remote, preferably from College Park, Maryland, or Chicago, Illinois. Travel may be up to 15%.

Requirements

At least 5 years of executive assistant experience in technology or finance, including 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 using 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.

Nice To Haves

Strong aptitude for AI, including tools such as Claude and ChatGPT.
Experience drafting external correspondence and executive talking points.
Familiarity with travel between multiple residences.

Responsibilities

Prioritize incoming requests and protect the executive’s focus and personal time in a fast-paced environment.
Use discretion to resolve scheduling conflicts with minimal escalation.
Coordinate IT and AV for meetings, calls, and events with senior internal and external stakeholders.
Prepare daily and weekly briefings, including agendas, attendee background, 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 quickly when plans change.
Reconcile corporate and personal card expenses accurately and on schedule.
Prepare and submit expense reports with complete documentation and correct coding.
Track invoices, vendor payments, memberships, and subscriptions.
Maintain travel and event budgets and flag anomalies.
Liaise with finance, accounting, or family-office teams as needed.
Manage the principal’s inbox by triaging messages, drafting replies, and flagging priorities.
Draft correspondence as needed.
Serve as the first point of contact, representing the principal professionally and diplomatically.
Coordinate with communications, PR, or social teams on announcements and appearances.
Maintain accurate contact lists, gift records, and relationship notes.