Administrative Assistant

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. Requirements 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. Benefits