Executive Assistant

2 weeks ago

Ann Arbor, Michigan, United States Rydberg Technologies Full time
Job OverviewRydberg Technologies is a cutting-edge company at the forefront of quantum technology innovation. We are 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.Key Responsibilities
  • 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, customers, and executive meetings and presentations.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • Handle sensitive and confidential information with the highest level of discretion.
  • Manage special projects that may involve confidential information.
  • Organize domestic and international travel, including flights, accommodations, and itineraries.
  • Plan and coordinate events, meetings, and conferences as needed.
Requirements
  • Bachelor's degree required.
  • 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.
  • 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 desirable.
  • 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.
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.

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