PhysicsX - Executive Assistant
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Requirements
• Experience in an Executive Assistant role, ideally in a fast-paced, international, or high-growth environment. • A natural network-builder — comfortable picking up the phone with another EA they've never met to solve a scheduling problem, and building the kind of rapport that makes complicated multi-stakeholder meetings happen. • Proactive and strategic — able to think ahead, understand context, and act as a trusted extension of the leaders they support. • Skilled at diary management with the confidence to push back, problem-solve, and unblock when needed. • Comfortable being the sole EA in a region, taking ownership and operating with autonomy while staying closely connected to a global team. • Genuinely flexible and comfortable with a role that will evolve — energized by variety and the opportunity to shape things rather than unsettled by it. • Comfortable with a role that occasionally requires support outside standard hours — flexibility is genuinely a two-way street here. • Excellent communicator across written, verbal, and digital channels. • Impeccable discretion — you'll see commercially sensitive customer information, partnership terms, financial and personal details, and confidential internal discussions. We need someone whose default is to volunteer nothing and whose judgment on what to share with whom is consistently right • Strong judgment under ambiguity — comfortable making decisions on the principal's behalf when the principal isn't reachable, and knowing the difference between a decision to escalate and a decision to make. • Experience working across time zones is a strong advantage. • Already uses AI tools (Claude, ChatGPT, similar) as part of their daily workflow — drafting communications, summarizing long threads, prepping briefings, organizing notes. We expect this to be second nature, not a stretch. • Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) — required. Experience with travel booking systems also expected.
Responsibilities
• Act as a true thought partner to the Managing Director, North America and 1–2 other senior team members — anticipating needs, thinking strategically on their behalf, and enabling them to focus on what matters most. • Own diary management end-to-end: hold the line on competing priorities, make active trade-off calls between customer meetings, internal commitments, board/investor asks, and team time, and bring the principal in only when a real judgment call is needed. • Run logistics end-to-end for the meetings and events we host out of New York — from small senior customer dinners to larger partner events at the office (e.g., joint events with NVIDIA, Microsoft, Siemens). Own the experience, not just the booking. • Own complex domestic and international travel — frequent multi-city trips, last-minute re-routing, customer-site visits, and trade events (e.g. industry conferences). Build the muscle to rebook and reshape an itinerary inside an hour when plans change. • Ensure timely processing of expenses and timesheets on behalf of supported principals. • Work closely with the global EA team, collaborating on cross-regional scheduling and covering for colleagues in the US and UK during absences. • Build and maintain working relationships with the assistants of senior customer and partner contacts — coordinating scheduling across multiple offices, anticipating their principals' needs, and being a reliable counterpart they trust. • Prepare for high-stakes meetings — pulling together briefing materials, agendas, attendee bios, and pre-reads in advance of customer, partner, and executive engagements (including CEO and Board-level conversations).
Benefits
• Work with a high-caliber, collaborative team of engineers, scientists, and operators who care deeply about doing great work, and about helping each other get better. We come from diverse backgrounds, but we share a commitment to operating at the highest level and addressing some of the most complex challenges out there. We also believe in balancing focused, ambitious work with a life beyond it. Our hybrid model blends time together in our New York office with work-from-home days, giving you the flexibility to work sustainably while staying connected in person. If you’re ambitious, thoughtful, and driven by impact, you’ll feel at home. • Salary range for this position is estimated to be between $100,000 - $125,000 based on experience and demonstrated ability to deliver at level. Seniority will be assessed throughout our interview process. • And it doesn’t stop there … • 🚀 Equity options - share meaningfully in the company you’re helping to build. • Equity options • 💰 5% contribution to 401(k) - build long-term security with a strong retirement plan. • 5% contribution to • 401(k) • 🍽️ Free team lunch 1x/week - good food, great company, and space to connect. • Free team lunch 1x/week • 🏥 Private health insurance – comprehensive cover for you, offering total peace of mind. • Private health insurance • 👶 Enhanced parental leave – 3 months full pay paternity and 6 months full pay maternity leave, to provide extra flexibility during the moments that matter most. • Enhanced parental leave • ☀️ 20 days of Annual Leave (+ Public Holidays) - because taking time to rest matters. • ☀️ 20 days of Annual Leave (+ Public Holidays) • 📈 Personal development – dedicated support for learning, development, and leveling up over time. • Personal development • 💪 Gympass / Wellhub (subsidized) – for you and up to 3 family members, supporting both physical and mental wellbeing. • Gympass / Wellhub (subsidized) • 💳 Flexible Spending Account (FSA) – set aside pre-tax dollars for eligible healthcare expenses. • Flexible Spending Account (FSA) • 🔎 Watch this space, we’re continuing to build this as we grow… • We value diversity and are committed to equal employment opportunity regardless of sex, race, religion, ethnicity, nationality, disability, age, sexual orientation or gender identity. We strongly encourage individuals from groups traditionally underrepresented in tech to apply. To help make a change, we sponsor bright women from disadvantaged backgrounds through their university degrees in science and mathematics. • We collect diversity and inclusion data solely for the purpose of monitoring the effectiveness of our equal opportunities policies and ensuring compliance with UK employment and equality legislation. This information is confidential, used only in aggregate form, and will not influence the outcome of your application.
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