Senior Executive Assistant

IonQ, Inc.; United States; Remote; USD 90,000 - 130,000; Full time

Job summary

IonQ, Inc. is seeking a Senior Executive Assistant in the United States to serve as the trusted right hand to the President/GM. The role involves scheduling, travel arrangements, expense management, and ad hoc projects in a fast-paced, high-demand calendar.

The ideal candidate will be discreet, possess polished communication skills, and have experience drafting external correspondence. AI aptitude and multi-residence logistics are a plus.

Qualifications

• 5+ years of executive assistant experience in Tech or Finance, including at least 3 years supporting a C-suite executive or high-net-worth principal.
• Advanced proficiency in Google Workspace and/or Microsoft 365.
• Proven mastery of complex calendar management across multiple time zones.
• Extensive experience planning domestic and international travel.
• Strong expense management skills with tools such as Concur, Expensify, Navan, or Ramp.
• Exceptional written and verbal communication skills.
• Discretion with confidential information; Bachelor's degree required.

Responsibilities

• Manage the principal's calendar with high complexity across time zones.
• Plan and book domestic and international travel with detailed itineraries.
• Prepare, code, and submit accurate expense reports and reconcile accounts.
• Coordinate communications, meetings, and events with internal and external stakeholders.
• Liaise with finance and other teams; handle ad hoc projects as needed.

Skills

Calendar management across time zones

Executive support

Google Workspace/Microsoft 365

Written & verbal communication

Education

Bachelor's degree

Tools

Concur

Expensify

Navan

Ramp

Job description

Senior Executive Assistant at IonQ, College Park, Maryland, United States; Remote, US (remote). A senior-level full time position in the Quantum Platform team, listed under business operations.

The Role

We are seeking a Senior Executive Assistant to serve as the trusted right hand to President/GM, responsible for scheduling, travel, expenses + ad hoc projects. The Executive to be supported travels frequently across multiple time zones with an extremely demanding calendar.

The ideal candidate is highly discreet with the ability to think proactively, and has appropriate judgment to act independently. This individual must possess polished communication skills to represent the Executive in this sophisticated ecosystem. Experience drafting and managing written discourse and aptitude for AI are strongly preferred.

Calendar and Scheduling

• Fast paced environment with changing cues. Active listening required.
• Prioritize incoming requests, protect Executive focus and personal time,
• Use discretion to resolve conflicts with minimal escalation
• Coordinate IT/AV for meetings, calls, and events with senior internal and external stakeholders
• Prepare daily and weekly briefings with agendas, attendee background, and materials

Travel Management

• Plan and book all domestic and international travel, including flights, cars and hotels
• Build detailed itineraries with confirmations, contacts, and contingency options
• Coordinate logistics across multiple residences and offices, including seasonal moves
• Manage passports, visas, Global Entry, loyalty programs, and travel preferences
• Monitor trips in real time and rebook quickly when plans change

Expense and Financial Administration

• Reconcile corporate and personal card expenses accurately and on schedule
• Prepare and submit expense reports with complete documentation and correct coding
• Track invoices, vendor payments, memberships, and subscriptions
• Maintain budgets for travel and events and flag anomalies
• Liaise with finance, accounting, or family-office teams as needed

Communications

• Manage the principal's inbox: triage, draft replies, and flag priorities

Requirements

• 5+ years of executive assistant experience in Tech or Finance, including at least 3 years supporting a C-suite executive, founder, or high-net-worth principal,
• Advanced proficiency in Google Workspace and/or Microsoft 365
• Proven mastery of complex calendar management across time zones
• Extensive experience booking domestic and international travel
• Strong expense management skills with tools such as Concur, Expensify, Navan, or Ramp
• Exceptional written and verbal communication skills
• Demonstrated discretion with highly confidential business and personal information
• Bachelor's degree

Nice to Have

• Strong aptitude for AI including but not limited to Claude & ChatGPT
• Experience drafting external correspondence and executive talking points
• Familiarity with travel between multi-residence logistics