Executive Assistant to the CEO

About Mesa Quantum

• 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 ranging from national security to critical
• infrastructure.
• We are a fast-growing deep-tech startup backed by leading investors, government partners, and
• industry stakeholders. As we continue to scale, we are looking for an exceptional Executive
• Assistant to support our CEO and help keep the organization operating efficiently.

Role Overview

• This is not a traditional administrative role.
• We are looking for a highly organized, proactive, and resourceful Executive Assistant who
• thrives in a fast-paced environment and enjoys bringing order to complexity. Your primary
• objective is simple: enable the CEO to operate at maximum effectiveness by proactively
• managing logistics, communication, scheduling, priorities, and follow-through.
• The ideal candidate is detail-oriented, highly responsive, calm under pressure, and
• exceptionally good at getting things done. They anticipate needs before being asked,
• communicate clearly, and ensure important tasks never fall through the cracks.
• If you enjoy solving problems, coordinating people, and making life easier for others, this role
• may be a great fit.

Responsibilities

Executive Support

• ● Manage the CEO's calendar, scheduling, and priorities, ensuring time is allocated
• effectively across competing demands and shifting priorities.
• ● Coordinate internal and external meetings across multiple stakeholder groups and time zones,
• ensuring the CEO is fully prepared with relevant materials, agendas, notes, and context.
• ● Track commitments, action items, tasks, and key information, maintaining a high level of
• organization and ensuring nothing falls through the cracks.
• ● Handle personal administrative tasks, travel coordination, and logistics with discretion,
• professionalism, and attention to detail.
• ● Proactively identify gaps, solve problems, and take ownership of tasks that improve the
• CEO's effectiveness, serving as a reliable and trusted partner who can be counted on
• with complete confidence.

Travel & Logistics

• ● Coordinate domestic and international travel.
• ● Manage flight bookings, hotels, transportation, visas, and itineraries.
• ● Prepare detailed travel plans and ensure smooth execution of trips.
• ● Handle last-minute changes and travel-related problem-solving.

Event & Office Coordination

• ● Support planning and execution of company events, customer visits, board meetings,
• team offsites, recruiting events, and celebrations.
• ● Coordinate catering, logistics, reservations, and event execution.
• ● Help create a positive and organized workplace environment.
• ● Ensure timely follow-up and clear communication.
• ● Help maintain strong professional relationships through thoughtful coordination and
• responsiveness.

Communication & Administrative Support

• ● Draft, proofread, and coordinate professional communications.
• ● Assist with presentations, meeting materials, and organizational documents.
• ● Help manage social media scheduling and support executive thought leadership and visibility initiatives.
• ● Maintain organized records and documentation.
• ● Assist with special projects and strategic initiatives as needed.
• ● Track deadlines, deliverables, and follow-up items across multiple workstreams.
• ● Help ensure accountability and organizational execution.

Qualifications

Required

• ● Exceptional organizational skills and attention to detail.
• ● Strong written and verbal communication skills.
• ● Demonstrated ability to manage multiple priorities simultaneously while maintaining a high level of accuracy and responsiveness.
• ● High degree of professionalism and discretion.
• ● Strong problem-solving abilities and sound judgment.
• ● Proficiency with Google Workspace, Microsoft Office, calendar management, and
• communication tools.
• ● Ability to thrive in a fast-paced startup environment.

Preferred

• ● Previous experience as an Executive Assistant, Chief of Staff, Project Coordinator,
• Office Manager, or similar role.
• ● Experience supporting senior executives or founders.
• ● Experience coordinating travel, events, and stakeholder communications.
• ● Familiarity with startup environments.

What Makes Someone Successful in This Role

The best candidate will

• ● Be highly dependable and follow through on commitments.
• ● Anticipate problems before they occur.
• ● Communicate clearly and professionally.
• ● Be comfortable managing many moving pieces simultaneously.
• ● Be proactive rather than reactive.
• ● Be calm under pressure.
• ● Have excellent judgment and common sense.
• ● Be low-ego, adaptable, and easy to work with.
• ● Take pride in creating structure, organization, and efficiency.