Executive Assistant to CEO

Mesa Quantum Systems; Boulder (CO); On-site; USD 70,000 - 110,000; Full time

Job summary

Mesa Quantum Systems in Boulder, CO, seeks an Executive Assistant to support the CEO and keep the organization operating efficiently in a fast-paced startup. You will own calendar management, travel logistics, meeting preparation, and cross-team coordination, proactively solving problems, maintaining discretion, and ensuring priorities are clear and deadlines met.

You will contribute to executive thought leadership, draft communications, and help create an organized, high-performing work

Qualifications

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication.
• Ability to manage multiple priorities with high accuracy and responsiveness.
• Discretion and professionalism.
• Experience in startup environments preferred.

Responsibilities

• Manage the CEO's calendar, scheduling, and priorities across time zones.
• Coordinate meetings, travel, and logistics with discretion.
• Prepare communications, presentations, and meeting materials.
• Support events, board meetings, and executive visibility initiatives.
• Track deadlines and follow-up items across multiple workstreams.

Skills

Organization

Communication

Time management

Discretion

Problem-solving

Google Workspace

Microsoft Office

Tools

Google Workspace

Microsoft Office

Calendar management

Job description

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.

Requirements

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.