Executive Assistant & Office Operations

Job description

## **Overview** Physical AI, a real model of the world, is the next trillion dollar opportunity and a foundational pillar for energy, robotics and superintelligence. At Jua we are building it now. Our models already run on four continents and help power the energy buildout needed to support ever larger intelligence. We are assembling a world-class team of researchers and entrepreneurial minds to turn this model into reality at global scale. If you want the opportunity of your life, come build physical AI with us. ## What we’re looking for We’re looking for an **Executive Assistant & Office Operations professional** to remove friction from the day-to-day of the leadership team and protect their time. You’ll own complex calendar management, international travel, office operations, administrative support, and logistics in a fast-moving environment. This role requires strong judgment, exceptional prioritisation skills, and the ability to operate independently. You should also be comfortable with automations, AI agents or lightweight systems to improve efficiency. This role is ideal for someone who thrives in high-pressure environments and enjoys taking ownership. You’ll thrive in this role if you are energised by helping ambitious people operate at their best. ## Responsibilities and tasks - Own complex calendar management and protect executive time by balancing shifting priorities, travel schedules and competing demands - Coordinate internal and external meetings across multiple time zones, serving as a professional and reliable coordinator for customers, investors, board members, and senior stakeholders - Coordinate domestic and international travel, including flights, accommodation, visas, transport, itineraries, parking, and contingency planning - Support board and investor relations logistics, including scheduling, meeting coordination, and administrative support - Manage office operations, including office supplies, facilities, maintenance, vendor coordination, lunches, and day-to-day office logistics - Support onboarding and offboarding logistics, including equipment handover and asset tracking - Plan and coordinate off-sites, conferences, team events, and other ad hoc company initiatives and logistics - Anticipate problems before they arise and proactively solve operational and logistical challenges to keep things running smoothly - Provide ad hoc operational and administrative support as needed ## Need-to-have - 4-7 years of experience as an Executive Assistant or Office Manager in a fast-moving start-up environment - Experience supporting C-level executives and founders with scheduling and competing demands - Exceptional organisational skills and obsessive attention to detail - Strong written and verbal communication skills in English. German proficiency is a plus - Experience coordinating complex international travel, logistics, visas, and itineraries - Experience coordinating senior stakeholder meetings across time zones, including leadership, board, customer, or investor meetings - Strong judgment, discretion, and ability to handle highly confidential information - Ability to manage multiple priorities simultaneously while staying calm - Comfort operating in ambiguity and making sound decisions independently - Strong prioritisation skills and the confidence to protect executive time and focus - Comfort experimenting with tools, automations, agents, integrations, or lightweight systems to reduce friction and improve efficiency - Strong execution bias and willingness to go beyond the job description to get things done - Familiarity with tools such as Google Workspace, Slack, Notion, and similar productivity systems At Jua, we foster a performance culture and value people who embody our beliefs of service and adventure. We prioritize agility, operating at the highest clock speed to adapt quickly to change. We innovate on behalf of our users and leverage data supremacy to maintain our competitive edge. Through clear communication and fact-based decision-making, we ensure alignment in our pursuit of excellence. With these principles, we aim to create a customer-focused, value-centric organization that sets new standards in the industry. We value the unique perspectives that each individual brings to the table and believe that embracing diverse backgrounds and experiences enriches our collective journey towards growth and success.