Senior Executive Assistant

Location: This position can work onsite or hybrid from one of our offices or fully remote in the US.
Travel: Up to 10%
Job ID: 1472

The Role:

IonQ is seeking a Senior Executive Assistant with the business acumen, discretion, and professional maturity to support members of our Executive Leadership Team. This role is highly integrated into the daily operations of IonQ’s leadership, requiring a strategic partner who can deliver exceptional administrative support while engaging meaningfully across the organization.

The ideal candidate operates as a force multiplier—enabling executives to stay focused on strategic priorities by expertly managing schedules, communications, and key initiatives in a fast-paced, evolving environment.

Responsibilities:

• Executive Support: Provide comprehensive support, including complex calendar management, meeting logistics (space preparation, catering, and technology setup), travel coordination, and expense reporting.
• Inbox & Communication Manage executive inboxes by triaging emails, responding on behalf of executives when appropriate, synthesizing key information, and prioritizing urgent matters.
• Proactive Scheduling: Independently manage and prioritize scheduling based on shifting business needs, project timelines, and organizational priorities.
• Meeting Lifecycle Management: Attend key meetings, capture detailed notes, track action items, and ensure timely communication with stakeholders.
• Budgetary Partnership: Collaborate with Finance (FP&A) to organize budget requests, facilitate review meetings, and manage follow-up items to ensure departmental financial goals are met.
• Project & Program Management: Lead inter- and intra-departmental projects by developing action plans, maintaining project trackers, and driving accountability across stakeholders.
• Travel Coordination: Arrange complex domestic and international travel, including multi-leg itineraries, accommodations, ground transport, and necessary visa/entry documentation.
• Expense & Documentation: Independently organize and submit precise expense reports, managing all receipt collection and fact-gathering required for reimbursement.
• Strategic Triage: Assess requests for executive time, determining priorities, delegations, or declines; conduct initial discovery to evaluate necessity of executive involvement.
• Ad Hoc Support: Execute special assignments and administrative tasks as needed to support the office of the executive.

Requirements: 

• 8+ years of administrative experience, including at least 5 years supporting C-suite or VP-level executives.
• Experience operating within a fast-paced technology environment, including direct inbox and executive workflow management.
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