Executive Assistant / Office Manager

Job Description

Job Description

About You

This is an on-site position located in Ann Arbor, Michigan. We are looking for a highly organized, proactive, and resourceful Executive Assistant & Office Manager to support both our executive leadership team and the smooth day-to-day running of our office. This hybrid role is critical to ensuring our executives are set up for success each day while maintaining a welcoming, efficient, and well organized workplace for the broader team.

You’ll manage executive calendars, meetings, travel, and communications with the utmost attention to detail and confidentiality, acting as a trusted partner who brings calm, clarity, and precision to the fast pace of executive life. At the same time, you’ll be the heartbeat of the office overseeing operations, ensuring the space is well-organized and vibrant, and fostering a connected and productive environment for our diverse, dynamic team.

If you’re a self-starter who is energized by problem solving and proactively creating order out of ambiguity, and have a passion for building a great office culture, this role is for you.

Key Responsibilities

Executive Support

• Manage and optimize the CEO’s calendar, prioritizing effectively and anticipating scheduling conflicts for internal and external meetings across multiple timezones.

• Coordinate meetings, including agendas, materials, and follow-ups, and help the CEO prepare for meetings and keep track of action items.

• Arrange domestic and international travel, including flights, accommodations, and itineraries for executives.

• Act as a trusted liaison for the CEO in communications and scheduling, with utmost confidentiality.

Office & Operations Management

• Front desk reception: Act as the host and face of the company for visitors, creating a warm, welcoming environment of professionalism, excellence, and positive energy.

• Maintain and oversee the physical office space, ensuring it is organized, welcoming, and well-supplied.

• Support initiatives to expand office space, working with external vendors where needed.

• Manage daily office needs including mail, supplies, snacks, and workspace organization.

• Maintain the company calendar and ensure alignment across teams.

• Support administrative and employee-facing needs, from onboarding logistics to day-to-day requests.

• Liaise with external candidates and relocating employees to coordinate and schedule in-person interviews, ensuring a seamless candidate experience.

• Assist in planning and manage company-wide meetings, events, and offsites.

Operational Systems & Planning

• Partner with the operational leadership team on implementing and maintaining systems, tools, and processes (e.g. Notion, Google Suite, ClickUp) that drive efficiency and organization.

• Help design and maintain workflows for company-wide planning, communication, and coordination.

• Identify opportunities to improve operations and proactively recommend solutions.

Qualifications

• 3–5 years of experience in an Executive Assistant, Office Manager, or similar operations role, ideally in a startup or other fast paced environment.

• Demonstrated ability to manage executive calendars, coordinate across stakeholders, and anticipate needs.

• Experience arranging complex travel logistics and itineraries.

• Strong organizational and project management skills; able to manage multiple priorities independently.

• High emotional intelligence, strong interpersonal skills, and excellent written/verbal communication.

• Proven ability to exercise discretion and maintain confidentiality.

• Proactive, resourceful, and able to problem-solve without close direction.

• Proficient in operational systems technology and eager to learn new tools; experience with systems like Notion, ClickUp, GSuite, ChatGPT ideal.

• Thrives in a collaborative, startup environment; willing to roll up sleeves while also contributing strategically.

About Us

Sygaldry Technologies is building quantum-accelerated AI servers to exponentially speed up training and inference. Our AI servers will address the problem of rising compute and energy costs for scaling AI, enabling companies to innovate faster and more affordably. Sygaldry AI servers combine multiple qubit types within a single, fault-tolerant architecture, leveraging their respective strengths while avoiding their limitations. The company is led by the experienced founding team of quantum veterans Chad Rigetti and Idalia Friedson and AI scientist Michael Keiser. Sygaldry is headquartered in Ann Arbor, Michigan.