Executive Assistant & Office manager

We are seeking a highly organized, proactive, and dependable Executive Assistant & Office Manager to provide comprehensive support to our Chief Scientist while overseeing day-to-day office operations.

This role is ideal for someone who enjoys working in a fast-paced Deep tech environment and is comfortable supporting a highly technical executive whose focus is on research, innovation, and business growth. The successful candidate will serve as a trusted partner, ensuring smooth executive coordination, efficient office management, and seamless administrative operations across the organization.

Key Responsibilities

Executive Support

· Provide full-spectrum executive support to the Chief Scientist.

· Manage complex calendars, meetings, priorities, and travel arrangements.

· Coordinate internal and external meetings across research, engineering,business, and external stakeholders.

· Prepare presentations, meeting materials, reports, correspondence, and other administrative documentation.

· Track action items, deadlines, and follow-ups to ensure timely execution of key initiatives.

· Handle confidential information with professionalism and discretion.

Executive &Business Coordination

· Coordinate cross-functional communication between research, engineering,product, and business teams.

· Support planning and logistics for leadership meetings, company initiatives, and strategic projects.

· Arrange domestic and international business travel, conferences,speaking engagements, and industry events.

· Liaise with external partners, investors, universities, research institutions, vendors, and service providers when required.

· Assist in improving administrative processes and operational efficiency for the executive office.

Office Management

· Oversee daily office operations to ensure an efficient, well-organized,and collaborative working environment.

· Manage office administration, facilities, procurement, vendor relationships, and workplace services.

· Coordinate onboarding logistics, office supplies, equipment, and general administrative processes.

· Support office budgeting, expense management, invoice processing, and administrative reporting.

· Organize company meetings, team events, offsites, and internal activities.

Requirements

· Minimum 5–8 years of experience supporting senior executives, founders,scientists, or leadership teams.

· Excellent verbal and written communication skills, with the ability to interact confidently with international stakeholders across different cultures and backgrounds.

· Previous experience as an Executive Assistant, Office Manager, Executive Operations, Administrative Manager, or similar role.

· Experience supporting founders, executives in technology companies, AI startups, research organizations, or fast-growing startups is highly preferred.

· Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities simultaneously.

· Highly proactive, resourceful, adaptable, and able to work independently in a dynamic environment.

· Excellent communication and stakeholder management skills.

· Comfortable working with highly technical leaders and coordinating across multidisciplinary teams.

· High level of integrity, discretion, and professionalism when handling confidential information.