Senior Executive Assistant

PsiQuantum•Palo Alto, CA

4d•$98,200 - $164,900•Hybrid

About The Position

PsiQuantum is seeking an exceptional Executive Assistant to partner with a C-level executive in a fast-moving, high-growth startup environment. This role is for an individual who thrives on momentum, embraces change, and takes ownership to keep the executive and the organization moving forward. The ideal candidate will be a trusted partner who anticipates needs, solves problems proactively, and brings structure and clarity to an environment with shifting priorities. Responsibilities include managing complex calendars, travel, executive logistics, and coordinating with the Board of Directors, investors, leadership team, and external partners. This role extends beyond traditional administrative support, requiring foresight, strong judgment, and the ability to jump in wherever needed, such as driving follow-ups, supporting meetings, improving processes, or tackling challenges with minimal direction. Collaboration with the Chief of Staff, Executive Leadership Team, and administrative team is key to creating leverage, improving operations, and building scalable ways of working. The ideal candidate is proactive, resourceful, highly organized, energized by a startup environment, comfortable with ambiguity, knows when to move quickly and when to focus on details, and possesses a low-ego, roll-up-your-sleeves approach. Building trust, protecting confidentiality, and taking pride in behind-the-scenes accomplishments are paramount.

Requirements

Bachelor’s degree preferred, or equivalent combination of education and relevant experience.
5+ years of experience supporting C-level executives, preferably within a high-growth technology startup or similarly fast-paced environment. Strong preference for previous experience supporting a C-level.
Experience managing highly complex calendars and executive priorities with minimal direction.
Proven ability to operate with professionalism, discretion, and sound judgment.
Experience collaborating seamlessly with senior executives, board members, investors, and external stakeholders.
Experience managing multiple priorities while maintaining exceptional attention to detail.
Strong proficiency with Microsoft Office, Slack, Zoom, and modern productivity tools.
Experience coordinating travel, meetings, and events in a dynamic environment.
Ability to thrive in ambiguity and adapt quickly to changing priorities.
Exceptional organizational skills with strong attention to detail and follow-through.
Strong written and verbal communication skills with a polished and professional presence.
Ability to maintain strict confidentiality and handle sensitive information with discretion.
Ability to prioritize competing demands and execute with urgency in a fast-paced environment.
High emotional intelligence and interpersonal skills with the ability to build trust and credibility at all levels.
Strong problem-solving and critical-thinking abilities with a proactive mindset.
Resourceful, adaptable, and comfortable working independently with limited oversight.
Strong business acumen and understanding of executive-level operations and priorities.
Collaborative team player with a positive, solutions-oriented attitude.
Ability to anticipate needs, think several steps ahead, and create structure in ambiguous situations.
Comfortable working in an evolving startup environment with shifting priorities and high expectations.
Demonstrated ability to manage multiple projects simultaneously while maintaining accuracy and responsiveness.

Responsibilities

Provide administrative support to a C-level in a fast-paced, high-growth startup environment.
Proactively identify the executive’s needs and take action to solve problems before they arise.
Manage daily executive hospitality and logistics, including meal coordination, transportation arrangements, and other day-to-day support to ensure seamless operations and schedule efficiency.
Manage complex and ever-changing calendars, including scheduling internal and external meetings across multiple time zones.
Coordinate domestic and international travel arrangements, itineraries, expense reporting, and logistics.
Serve as a trusted liaison between the executive, executive leadership team, board members, investors, employees, and external partners.
Prioritize and manage incoming communications, ensuring timely follow-up and appropriate escalation when needed.
Serve as a liaison for Board of Directors; schedule board and committee meetings, manage communications, and ensure timely distribution of materials; coordinate communications with the BOD members’ offices, managing travel arrangements, scheduling, and supporting board-related logistics.
Support leadership offsites, investor meetings, and company events as needed.
Track action items, follow-ups, and key deliverables to help drive accountability and execution.
Maintain strict confidentiality and discretion while handling sensitive business and personnel information.
Assist with special projects, operational initiatives, and strategic priorities as assigned.
Partner closely with the Chief of Staff, Executive Leadership Team, and other Executive Assistants to ensure seamless coordination and support.
Collaborate with the administrative team and help establish and improve administrative processes, systems, and efficiencies as the company scales. Serve as a leader and mentor for other administrative support professionals to elevate performance and collaboration.
Provide support whenever and wherever needed, including after-hours support and flexibility based on business needs and executive travel schedules.