Executive Assistant at Mesa Quantum Systems

Description

Executive Assistant – Mesa Quantum Systems

Location: Boulder, CO
Position: Full-time

About Mesa Quantum Systems

Mesa Quantum Systems is a pioneering venture-backed startup specializing in chip-scale atomic clocks and quantum sensing technologies for positioning, navigation, and timing (PNT) applications. Based in Boulder, CO, we are dedicated to delivering innovative solutions that leverage quantum mechanics to revolutionize how industries operate. As we grow, we are looking for dynamic team members who are committed to pushing the boundaries of innovation in quantum technologies.

We are seeking a highly organized and reliable Executive Assistant & Office Coordinator to support the CEO and senior leadership and help keep day-to-day operations running smoothly. This role is ideal for someone who is excited to work closely with leadership in a fast-paced startup environment to ensure the executive team is operating at their full capacity.

The ideal candidate is detail-oriented, proactive, and comfortable managing a mix of administrative, coordination, and office-related tasks with professionalism and discretion.

Key Responsibilities

• Executive Support
• Manage the executive calendar, including scheduling meetings and coordinating availability
• Help screen and prioritize emails, messages, and requests, responding independently when appropriate
• Coordinate travel arrangements including flights, lodging, ground transportation, and itineraries
• Provide light personal assistance to support the CEO’s overall efficiency
  
• Office Coordination
• Maintain office schedules and shared calendars
• Help manage inventory. and basic facilities needs
• Coordinate with vendors and service providers as needed
• Greet visitors and serve as a friendly first point of contact
  
• Administrative & Coordination Support
• Maintain organized digital and physical filing systems
• Assist with expense tracking, reimbursements, and basic reporting
• Support scheduling and logistics for team meetings and internal events
• Help track follow-ups and action items from leadership meetings
  
• General Support
• Handle ad hoc tasks, errands, and special requests as needed
• Support small projects that require organization, follow-through, or coordination
• Handle sensitive information with discretion and professionalism
  

Work Environment

This role is primarily office-based, Monday through Friday, with some flexibility required to support time-sensitive needs. 

Why Join Us

• Be part of an innovative team driving the future of quantum technology.
• Work alongside visionary leaders and gain insights into shaping groundbreaking solutions.
• Competitive salary, comprehensive benefits, and opportunities for professional growth in a dynamic startup environment.

Requirements

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
• 1–3 years of experience in an administrative, assistant, or coordination role
• Strong organizational skills and attention to detail
• Clear written and verbal communication skills
• Comfort with Google Workspace or Microsoft Office
• Professional, dependable, and service-oriented mindset
• Reliable transportation for occasional errands
• A proactive problem-solver who is adaptable and can thrive in an agile, fast-paced environment.

Preferred

• Prior experience supporting an executive or manager
• Familiarity with scheduling tools, expense systems, or travel booking platforms
• Ability to work independently and anticipate need

Core Competencies

• Strong time management and organization
• Ability to collaborate effectively with various stakeholders
• Prompt and responsive communication
• Ability to prioritize and adapt in a changing environment
• Discretion and trustworthiness
• Proactive, positive attitude
• Willingness to learn and grow

Benefits

• Competitive salary for an early-career role
• Health, dental, and vision insurance
• Paid time off and holidays
• Hands-on mentorship and exposure to executive operations
• Clear opportunities for growth and increased responsibility over time
• Supportive, collaborative work environment