Executive Assistant to the CEO

QUAISE ENERGY INC; Cambridge (MA); On-site; USD 90,000 - 130,000; Full time

Job summary

Quaise Energy is seeking an Executive Assistant to the CEO to manage a complex calendar, coordinate domestic and international travel, and handle confidential communications with high discretion. You will support executive leadership, Board interactions, and investor relations, ensuring strategic priorities are advanced efficiently.

The role requires a professional with 10+ years of executive support experience, strong organizational skills, and proficiency in MS Office and collaboration

Qualifications

• Bachelor's degree required or equivalent experience in business administration, communications, or a related field.
• 10+ years of progressively responsible executive administrative support experience, including support to a CEO or senior leader.

Responsibilities

• Manage the CEO's complex calendar, meetings, and priorities with discretion.
• Plan and coordinate domestic and international travel, itineraries, and expenses.
• Prepare meeting materials, agendas, and follow-up items for leadership meetings.
• Act as liaison with Board, investors, and internal/external stakeholders with professionalism and confidentiality.

Skills

Calendar management

Executive support

Travel coordination

Discretion & confidentiality

Education

Bachelor's degree in Business Administration, Communications, or related field

Tools

Microsoft Office

Google Workspace

Travel tools (Concur/similar)

Job description

Quaise Energy is unlocking Earth’s deep heat to deliver clean, reliable, baseload energy at scale – almost anywhere in the world. As both a technology innovator and project developer, Quaise builds and operates solutions that harness superhot geothermal energy far below the surface, enabling power generation that can rival the output of today’s most efficient fossil fuel and nuclear plants. Leveraging millimeter wave drilling, developed after more than a decade of research at MIT, Quaise’s mission is to make superhot geothermal a backbone of the modern energy system, offering affordable, zero-carbon power and true energy independence for communities and nations everywhere.The Executive Assistant to the CEO provides high-level administrative and operational support to the Chief Executive Officer, helping ensure the CEO’s time, communications, meetings, travel, and priorities are managed effectively in a fast-paced and highly confidential environment. This role serves as a trusted point of coordination between the CEO and members of the executive team, Board of Directors, investors, employees, partners, and other external stakeholders.The Executive Assistant exercises sound judgment, discretion, organization, and initiative in managing competing priorities and anticipating the CEO’s administrative and logistical needs. The role coordinates information, materials, schedules, and follow-up required for effective executive decision-making while maintaining clear ownership of strategy, Board governance, investor relations, and functional decisions with the appropriate Company leaders.Essential functions (Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.)AdministrativeManage the CEO’s complex calendar, meeting priorities, appointments, and scheduling, exercising judgment to resolve conflicts, protect focus time, and align the CEO’s availability with the Company’s highest priorities.Plan and manage domestic and international travel for the CEO, including itineraries, air and ground transportation, accommodations, meeting schedules, travel documentation, and real-time changes.Prepare and reconcile CEO expenses and support executive administrative processes accurately, confidentially, and in accordance with Company policies.Coordinate executive leadership meetings, CEO-sponsored meetings, and other leadership activities, including scheduling, agendas, materials, logistics, action items, and follow-up.Handle highly confidential business, personnel, financial, Board, investor, transaction, and strategic information with exceptional discretion and sound judgment.Performs other related duties as assigned.StrategicCoordinate Board of Directors and investor-related meeting logistics, schedules, materials, communications, and follow-up in partnership with the CEO, Strategic Finance, Legal, and other responsible leaders, without assuming ownership of Board governance or investor-relations strategy.Prepare, organize, and coordinate agendas, briefing materials, presentations, background information, and other materials required for CEO meetings and engagements, working with the appropriate functional owners to ensure content is complete and timely.Track commitments, decisions, deadlines, and follow-up items arising from CEO and executive meetings and help ensure appropriate owners remain informed of required actions and timing.Coordinate CEO communications, correspondence, meeting requests, and follow-up, ensuring timely and professional interaction with executives, employees, Board members, investors, partners, and other internal and external stakeholders.Serve as a key liaison for the CEO, helping route requests, information, and issues to the appropriate leaders while maintaining professionalism, responsiveness, and appropriate confidentialityCompetenciesExceptional organization, prioritization, and time-management skills with the ability to manage multiple high-priority and time-sensitive matters simultaneously.Excellent judgment and discretion when handling confidential, sensitive, or executive-level information.Strong written and verbal communication skills with the ability to interact professionally and credibly with executives, Board members, investors, employees, partners, and other stakeholders.Demonstrated ability to anticipate needs, identify issues early, and independently resolve administrative and logistical problems.Strong attention to detail and follow-through, including accuracy in scheduling, travel, meeting materials, expenses, and executive communications.Ability to understand business priorities and context sufficiently to manage competing requests and route information appropriately without overstepping functional decision rights.High degree of adaptability and composure in a fast-paced environment with changing priorities, urgent requests, and limited lead time.Strong interpersonal skills and the ability to build trusted working relationships across all levels of the organization.Proficiency with Microsoft Office, calendar and collaboration platforms, travel and expense systems, electronic signature tools, and other executive productivity technologies.High integrity, professionalism, reliability, accountability, and service orientation.Supervisory responsibilitiesThis role does not include formal people-management responsibilities.May coordinate administrative support, vendors, event resources, or other internal and external resources in support of CEO and executive-office activities.Education and ExperienceBachelor’s degree in Business Administration, Communications, Management, or a related field preferred; equivalent combination of education and relevant experience may be considered.10+ years of progressively responsible executive administrative support experience, including experience supporting a CEO, founder, C-suite executive, or similarly senior leader.Demonstrated experience managing complex executive calendars, domestic and international travel, confidential communications, executive meetings, and competing priorities.Experience supporting Board of Directors meetings, investor or fundraising activities, executive leadership meetings, or other high-level corporate engagements strongly preferred.Experience in a startup, high-growth, technology, energy, engineering, or similarly fast-paced environment preferred.Physical requirementsThis role requires prolonged periods sitting at a desk and working on a computer.Ability to move between meetings, offices, and Company locations and occasionally lift, carry, push, or move items up to 20 pounds for meeting, event, or office needs.Ability to travel domestically and internationally on an occasional basis to support CEO, Board, investor, Company, or other executive activities as business needs require.The vision requirement includes reviewing written and electronic materials, schedules, presentations, correspondence, and other information in digital and physical formats.Ability to adjust work hours and availability as reasonably needed to support time-sensitive executive matters, travel, meetings across time zones, and changing business priorities.Other dutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Management reserves the right to change, rescind, add, or delete the duties and responsibilities of positions within this job classification at any time.Equal Employment OpportunityQuaise Energy is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran or military status, or any other status protected by applicable law.