Executive Assistant Job at Rydberg Technologies in Ann Arbor

Our company is a global leader in the quantum technologies industry, driving innovation in quantum sensors, atomic clocks, and Rydberg atom technologies. We are a dynamic and fast-growing small business seeking a highly organized and proactive Executive Assistant to support our CEO and executive team. This role may initially be part time and offers the opportunity for growth and the potential to transition into a full-time position.

Position Overview:
The Executive Assistant to the CEO will provide comprehensive administrative support, ensuring the CEO’s day-to-day administrative needs and operations run smoothly. This role requires a detail-oriented individual with excellent communication skills, capable of managing multiple diverse tasks efficiently. The ideal candidate is resourceful, reliable, tech-savvy, and can thrive in a fast-paced environment while exhibiting the highest level of professionalism and operational efficiency. The candidate must be able to communicate effectively and diligently coordinate follow-through on activities across departments from HR, IT, Finance and Accounting, and Legal to Science, Technology and Product Engineering teams with hands-on problem solving when necessary. The EA must be willing to work in person in Ann Arbor, Michigan, and remote as required.

Responsibilities include:

Administrative Support:
-Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
-Prepare and edit emails, communications, presentations, and other documents.
-Handle incoming and outgoing communications, ensuring timely and appropriate responses.
-Coordinate meeting logistics, prepare agendas, and take minutes when necessary.
-Assist in preparing reports and documents for government sponsors, customer, and executive meetings and presentations.

Project Management:
-Track and manage key projects, ensuring deadlines are met.
-Assist the CEO with project coordination, communicating with internal teams and external partners.
-Conduct research and compile information to assist with strategic decision-making.

Communication and Relationship Management:
-Serve as a point of contact between the CEO and internal/external stakeholders.
-Facilitate communication between the executive and staff.
-Maintain strong relationships with employees, key partners, clients, and board members.

Operational Support and Program Management:
-Step in to provide operational support as needed, ensuring smooth execution of ongoing projects and programs.
-Follow up on key initiatives and ensure all program personnel are aligned and meeting their objectives.
-Manage day-to-day operations and assist in personnel management tasks when required.

Cross-Departmental Problem-Solving:
-Collaborate and communicate effectively with HR, IT, Accounting/Bookkeeping, Legal, and Technical teams to address issues and streamline processes.
-Provide support in resolving cross-departmental challenges, ensuring alignment with the CEO’s objectives.

Technology and Information Systems:
-Be adept at using software and information systems to streamline processes and enhance productivity.
-Quickly learn new software tools and systems as needed to support the CEO and company operations.

Government Contract Management:
-Support the management of defense and government contracts, ensuring compliance with regulations and requirements.
-Hands-on assistance in the preparation and submission of proposals, reports, and other documents related to government contracts.

Confidentiality:
-Handle sensitive and confidential information with the highest level of discretion.
-Manage special projects that may involve confidential information.

Travel and Event Coordination:
-Organize domestic and international travel, including flights, accommodations, and itineraries.
-Plan and coordinate events, meetings, and conferences as needed.

Qualifications:
Education: Bachelor’s degree required.

Experience:
Minimum of 3 years of experience as an executive assistant or related area; a technical background in physics or engineering field a plus.
Proven ability to manage complex schedules, travel arrangements, and communications.
Experience in technical project management is highly desirable.

Skills:
-Exceptional organizational and time management skills.
-Strong written and verbal communication abilities.
-Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other relevant software tools.
-Familiarity in government contract accounting and bookkeeping is highly desireable.
-Ability to work independently, take initiative, and anticipate needs.
-Competence in communicating and problem-solving for executives across all departments including technical leads
-Expertise in office administration, business operational support, and personnel management.
-Adept at software and information systems, with a capacity to quickly learn new tools.
-Fluent or native in English language required, Fluent in German language highly desirable.

Attributes:
-Professionalism and a positive attitude.
-Strong problem-solving skills and attention to detail.
-Ability to adapt to a fast-paced environment and changing priorities.
-Comfortable with stepping in to manage operations and personnel when needed.

Why This Role?
Growth Opportunity: This part time role has the potential to transition into a permanent, full-time position based on performance and company needs.

Innovative Environment: Join a cutting-edge company at the forefront of quantum technology innovation. In-person work, remote as needed by the Company.

Application Process:
Interested candidates should submit a resume and cover letter outlining their qualifications and experience. Please include your hourly rate and availability in your application.