Impress employers and recruiters.
Choose from hundreds of resume examples.

Target Resume Now

About the Role

PhysicsX is seeking a proactive, organized, and adaptable Executive Assistant for its New York office. This role is highly networked, supporting the Managing Director, North America, and 1-2 other senior team members. You will act as an informed deputy, making judgment calls and representing supported individuals in interactions with customers, partners, and internal colleagues. The role offers the opportunity to shape executive support within the North American team.

Responsibilities

Act as a thought partner to the Managing Director, North America and 1-2 other senior team members, anticipating needs and thinking strategically.
Manage diary end-to-end, prioritizing competing demands and making trade-off calls.
Oversee logistics for meetings and events hosted in New York, ensuring a positive experience.
Manage complex domestic and international travel, including multi-city trips and last-minute changes.
Ensure timely processing of expenses and timesheets.
Collaborate with the global EA team on cross-regional scheduling and coverage.
Build and maintain relationships with assistants of senior customer and partner contacts.
Prepare high-stakes meetings by gathering briefing materials, agendas, attendee bios, and pre-reads.
Coordinate scheduling across multiple offices and anticipate needs of principals.
Be a reliable counterpart for external assistants.

Requirements

Experience in an Executive Assistant role, preferably in a fast-paced, international, or high-growth environment.
Proven ability to build networks and rapport with other EAs to solve scheduling problems.
Proactive and strategic thinking, acting as a trusted extension of leaders.
Skilled in diary management with the confidence to push back and problem-solve.
Comfortable operating autonomously as the sole EA in a region while staying connected to a global team.
Genuine flexibility and comfort with a role that will evolve.
Willingness to provide support outside standard hours.
Excellent written, verbal, and digital communication skills.
Impeccable discretion and sound judgment regarding sensitive information.
Strong judgment under ambiguity, with the ability to make decisions on behalf of principals.
Experience working across time zones is a strong advantage.
Proficiency in using AI tools (e.g., Claude, ChatGPT) for daily tasks.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Experience with travel booking systems.

Skills

Network building
Proactive and strategic thinking
Diary management
Autonomy and ownership
Flexibility and adaptability
Communication (written, verbal, digital)
Discretion and judgment
Decision-making under ambiguity
AI tool proficiency
Microsoft Office Suite
Travel booking systems

Location

New York

Work Type

Hybrid

Experience Level

Seniority will be assessed throughout our interview process.

Salary/Compensations

$100,000 - $125,000

Benefits

Equity options
5% contribution to 401(k)
Free team lunch 1x/week
Private health insurance
Enhanced parental leave (3 months full pay paternity, 6 months full pay maternity)
20 days of Annual Leave (+ Public Holidays)
Personal development support
Subsidized Gympass / Wellhub (for employee and up to 3 family members)
Flexible Spending Account (FSA)

About the Company

PhysicsX is a deep-tech company with roots in numerical physics and Formula One, dedicated to accelerating hardware innovation at the speed of software.
We are building an AI-driven simulation software stack for engineering and manufacturing across advanced industries.
Our customers include leading innovators in Aerospace & Defense, Materials, Energy, Semiconductors, and Automotive.
We offer a hybrid work model blending time in the New York office with work-from-home days.
We are a high-caliber, collaborative team committed to operating at the highest level and addressing complex challenges.
We believe in balancing ambitious work with a life beyond it.

Equal Opportunity

We value diversity and are committed to equal employment opportunity regardless of sex, race, religion, ethnicity, nationality, disability, age, sexual orientation or gender identity.
We strongly encourage individuals from groups traditionally underrepresented in tech to apply.
We sponsor bright women from disadvantaged backgrounds through their university degrees in science and mathematics.
We collect diversity and inclusion data solely for the purpose of monitoring the effectiveness of our equal opportunities policies and ensuring compliance with UK employment and equality legislation.