Administrative Assistant to the CTO

About Mesa Quantum

• Mesa Quantum is building the next generation of quantum sensing and Position, Navigation,
• and Timing (PNT) technologies. Our mission is to make quantum technologies practical,
• scalable, and deployable in real-world applications spanning defense, critical infrastructure,
• telecommunications, and autonomous systems.
• As we continue to grow, we are seeking a highly organized and proactive Executive Assistant to
• support the CTO and help ensure the smooth execution of technical, operational, and
• administrative activities across the organization.

Role Overview

• The Executive Assistant to the CTO serves as a force multiplier for the technical organization.
• This role is responsible for keeping the CTO organized, prepared, and focused on the highest-
• value technical and strategic priorities by managing schedules, coordinating logistics, supporting
• grants and contracts, and ensuring operational follow-through.
• The ideal candidate is highly organized, detail-oriented, comfortable working with technical
• teams, and capable of managing multiple priorities simultaneously. They are proactive,
• resourceful, and take pride in ensuring that important tasks, deadlines, and commitments never
• fall through the cracks.

Responsibilities

Executive Support

• ● Manage the CTO's calendar, scheduling, and priorities, ensuring time is allocated
• effectively across technical, operational, and strategic activities.
• ● Coordinate internal and external meetings across multiple stakeholders, partners,
• suppliers, customers, and collaborators.
• ● Ensure the CTO is prepared for meetings with relevant agendas, materials, documents,
• and background information.
• ● Track action items, commitments, and follow-up tasks, ensuring timely execution and
• accountability.
• ● Maintain organized records of key documents, communications, and technical materials.

Grants, Contracts, and Compliance Support

• ● Assist with grant, contract, and proposal submissions by gathering documentation,
• coordinating inputs, and tracking deadlines.
• ● Support completion of forms, registrations, certifications, reporting requirements, and
• administrative documentation.
• ● Coordinate with internal team members and external partners to collect required
• information for proposals and reports.
• ● Maintain organized records of grant-related documentation and submission materials.

Travel and Logistics

• ● Coordinate domestic and international travel, including flights, accommodations,
• transportation, itineraries, conference registrations, and meeting logistics.
• ● Manage travel schedules and ensure smooth execution of technical visits, customer
• meetings, conferences, and partner engagements.
• ● Handle last-minute travel changes and logistical challenges as needed.

Operations and Vendor Coordination

• ● Support supplier, vendor, and partner coordination activities.
• ● Assist with purchasing workflows, order tracking, documentation, and logistics.
• ● Manage NDAs, contracts, vendor paperwork, onboarding documents, and related
• administrative processes.
• ● Maintain organized filing systems for technical, operational, and business records.

Project and Team Coordination

• ● Help coordinate activities across engineering, photonics, manufacturing, operations, and
• external collaborators.
• ● Track deadlines, milestones, deliverables, and follow-up items across multiple projects.
• ● Support technical reviews, team meetings, customer visits, and project planning
• activities.
• ● Assist with organizing technical workshops, offsites, team events, and customer
• demonstrations.

Qualifications

Required

• ● Exceptional organizational and time-management skills.
• ● Strong written and verbal communication abilities.
• ● High attention to detail and ability to manage multiple priorities simultaneously.
• ● Ability to work independently and take ownership of responsibilities.
• ● Strong problem-solving skills and sound judgment.
• ● Proficiency with Google Workspace, Microsoft Office, spreadsheets, and project
• management tools.
• ● Ability to handle sensitive and confidential information with discretion.

Preferred

• ● Experience supporting technical leaders, executives, researchers, or engineering teams.
• ● Experience with grant administration, proposal coordination, government contracts, or
• research organizations.
• ● Familiarity with startup environments and fast-paced organizations.
• ● Experience coordinating vendors, suppliers, procurement, or operational workflows.

What Makes Someone Successful in This Role

The ideal candidate

• ● Is highly dependable and follows through on commitments.
• ● Thrives in a fast-paced and constantly changing environment.
• ● Communicates clearly and professionally with both technical and non-technical
• stakeholders.
• ● Anticipates needs and solves problems proactively.
• ● Enjoys creating structure, organization, and efficiency.
• ● Is comfortable managing many moving pieces simultaneously.
• ● Can be trusted to operate with minimal oversight.
• ● Takes pride in helping others perform at their highest level.

What Success in This Role Looks Like

• ● The CTO is consistently prepared, organized, and focused on the highest-priority
• technical work.
• ● Grant submissions, contracts, forms, and administrative requirements are completed
• accurately and on time.
• ● Travel, meetings, and logistics run smoothly with minimal intervention.
• ● Suppliers, partners, and collaborators receive timely communication and follow-up.
• ● Technical projects and commitments are tracked effectively.
• ● Documentation, records, and operational processes remain organized and up to date.
• ● The technical team operates more efficiently because administrative and coordination
• burdens are proactively managed.