Senior Executive Assistant

IonQ•College Park, MD

About The Position

IonQ is seeking a Senior Executive Assistant to serve as the trusted right hand to the President/GM. The role manages scheduling, travel, expenses, communications, and ad hoc projects for an executive who travels frequently across multiple time zones and has a demanding calendar. The ideal candidate is discreet, proactive, able to exercise sound independent judgment, and polished in representing the executive. Experience drafting and managing written communications and aptitude for AI are strongly preferred. The position may be performed onsite or hybrid from a U.S. office, 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 and logistics across multiple residences.

Responsibilities

Prioritize incoming calendar requests, protect the executive’s focus and personal time, and resolve scheduling conflicts discreetly with minimal escalation.
Coordinate IT and audiovisual needs 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 travel 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.
Triage the principal’s inbox, draft replies, and flag priorities.
Draft correspondence as needed and serve as the principal’s professional, diplomatic first point of contact.
Coordinate with communications, PR, or social teams on announcements and appearances.
Maintain accurate contact lists, gift records, and relationship notes.