Executive Assistant & Office Manager (Deep tech)

Position:Executive Assistant & Office Manager (Deep tech)Position OverviewWe 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 ResponsibilitiesExecutive SupportProvide 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 CoordinationCoordinate 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 ManagementOversee 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.RequirementsMinimum 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.