Senior Administrative Assistant

Entangled Future; Brisbane; Hybrid; AUD 70,000 - 95,000; Full time

Job summary

PsiQuantum is seeking a Senior Administrative Assistant in Brisbane to provide executive support to the VP of Quantum Architecture and the Head of Business Operations. You will coordinate calendars, travel, and meetings, while ensuring effective communication and timely follow-through across global teams.

The role requires strong discretion, confidentiality, and the ability to work across time zones and with cross-functional leaders in Australia, the US, Europe, and other locations.

Qualifications

• Minimum 5 years supporting senior executives in fast-paced environments.
• Experience with senior technical, engineering, or R&D leaders is desirable.
• Startup or high-growth tech experience preferred.

Responsibilities

• Provide high-level executive and administrative support to the VP, Quantum Architecture and Head of Business Operations.
• Coordinate calendars, travel, meetings, and leadership visits across global time zones.
• Prepare meeting materials, capture minutes, track actions, and support executive communications.

Skills

Executive support

Calendar management

Travel coordination

Meeting preparation

Education

Bachelor's degree or equivalent

Job description

Senior Administrative Assistant at PsiQuantum, Australia. A senior-level full time position in the 3400 - Quantum Architecture team, listed under business operations.

Come join us.

Job Summary

The Sr. Administrative Assistant - VP, Quantum Architecture & Business Operations is a highly visible and trusted role providing executive and operational support to the VP, Quantum Architecture , the Head of Business Operations , and PsiQuantum's Brisbane office. This position serves as a key coordination point between Brisbane-based teams and PsiQuantum’s global organization, helping leaders stay focused on their highest priorities while ensuring effective communication, preparation, and follow-through.

The role manages complex calendars and international travel, coordinates executive meetings and leadership visits, prepares meeting materials, tracks decisions and action items, supports executive communications, and assists with cross-functional business operations initiatives. The Sr. Administrative Assistant will also partner closely with Executive Assistants, Chiefs of Staff, functional leaders, and teams across Australia, the United States, Europe, and other global locations to strengthen the Brisbane office’s integration into PsiQuantum’s global operating rhythm.

Note: PsiQuantum will only reach out to you using an official PsiQuantum email address and will never ask you for bank account information as part of the interview process. Please report any suspicious activity to [e-mail] .

Responsibilities

• Provide high-level executive and administrative support to the VP, Quantum Architecture, while also supporting the Head of Business Operations and the broader operational needs of PsiQuantum's Brisbane office.
• Serve as a key point of coordination for the Brisbane office, helping facilitate strong communication, organization, and alignment between Brisbane-based teams and colleagues across PsiQuantum's global offices.
• Work closely with the VP, Quantum Architecture and Head of Business Operations, and in coordination with members of the Executive Leadership team, Chiefs of Staff, Executive Assistants, and functional leaders, to understand priorities and ensure effective execution and follow-through.
• Be available in person as required to support leadership and on-the-ground activities in Brisbane.
• Manage complex and frequently changing calendars, including prioritizing meeting requests, resolving conflicts, coordinating across global time zones, and ensuring leadership time is aligned with key business priorities.
• Ensure the VP, Quantum Architecture and Head of Business Operations are prepared for key meetings by coordinating agendas, materials, pre-reads, logistics, and relevant stakeholder input.
• Attend assigned meetings, capture minutes, decisions, and action items, and proactively track actions through completion.
• Monitor and coordinate follow-up on priorities and actions arising from leadership meetings, technical discussions, business operations activities, and internal communications, including Slack and email.
• Support executive communications and ensure actions and decisions are effectively communicated to appropriate stakeholders and followed through to completion.
• Arrange complex domestic and international travel, including itineraries, accommodations, ground transportation, meeting schedules, and trip agendas.

Requirements

• Education / Certification: Bachelor's degree or equivalent relevant professional experience.
• Experience: Minimum of 5 years of related experience supporting senior executives in a fast-paced, complex organization. Experience supporting senior technical, engineering, scientific, R&D, or business operations leaders is highly desirable.
• Experience working in a startup, high-growth technology company, or similarly dynamic and rapidly changing environment strongly preferred.
• Experience supporting globally distributed teams and executives working across multiple time zones.
• Experience coordinating extensive domestic and international travel.
• Demonstrated ability to operate with discretion, professionalism, sound judgment, and a high degree of confidentiality.
• Experience working autonomously and successfully navigating shifting priorities and limited direction.
• Experience supporting operational projects, cross-functional initiatives, or office operations is desirable.
• Exceptional organizational and time-management skills, with the ability to manage complex and continuously changing priorities.
• Ability to support early morning meetings to align with US Pacific Standard Time (PST).