Executive Assistant to the Leadership Team H/F

Job description

Alice & Bob is developing the first universal, fault-tolerant quantum computer to solve the world’s hardest problems. The quantum computer we envision building is based on a new kind of superconducting qubit: the Schrödinger cat qubit 🐈‍⬛. In comparison to other superconducting platforms, cat qubits have the astonishing ability to implement quantum error correction autonomously! We're a diverse team of 250+ brilliant minds from over 35 countries united by a single goal: to revolutionise computing with a practical fault-tolerant quantum machine. Are you ready to take on unprecedented challenges and contribute to revolutionising technology? Join us, and let's shape the future of quantum computing together! ### About the role As Alice & Bob continues to grow, the pace of decision-making and the operational complexity across the Leadership Team are increasing significantly. We are looking for a highly organized and proactive **Executive Assistant to the Leadership Team** who will play a key role in enabling our leaders to focus on strategic priorities by taking full **ownership of scheduling, travel, events, and day-to-day coordination activities.** Reporting to the **Chief of Staff**, you will work closely with all members of the Leadership Team and become a trusted operational partner, ensuring that complex logistics are handled smoothly, reliably, and with great attention to detail. ### Responsibilities: #### Manage complex calendars and meeting coordination - Coordinate and optimize busy executive calendars - Schedule and reschedule high-complexity meetings involving multiple stakeholders, recurring formats, and external constraints - Anticipate and resolve scheduling conflicts proactively #### Coordinate business travel end-to-end - Organize domestic and international travel (flights, accommodation, ground transportation) - Manage changes, cancellations, and last-minute adjustments with a solution-oriented mindset #### Organize internal and external events - Plan and execute offsites for teams and departements, leadership seminars, and team events - Coordinate external conferences and multi-day workshops - Support office layout and seating projects in collaboration with IT and Office Management teams #### Provide high-reliability operational support - Handle expense follow-ups, room logistics, bookings, and other operational tasks with rigor and consistency - Prepare and format documents, presentations, and decks as needed - Take meeting notes and follow up on action items when required ### Requirements: - **2–3+ years of experience** in an Executive Assistant, Office Management, or Project Coordination role - Bachelor’s degree or equivalent experience - Strong written and verbal communication skills in both **French and English** - Excellent organizational and prioritization skills - Strong attention to detail and reliability under changing priorities - Ability to manage multiple stakeholders simultaneously - High level of autonomy and ownership - Comfortable with both high-visibility executive support and lower-visibility operational tasks - Proficiency with calendar management, travel booking, and presentation/document tools ### Recruitment process: - Screening Call with Sylamite, Talent Acquisition Specialist (30 min) - Hiring Manager Interview with Hector (45 min) - Technical Interview/Presentation with the Team (90 min) - Leadership Interview + Fit Interview (60 min) - Reference check