Executive Assistant

We're looking for a proactive, organized, and adaptable Executive Assistant to join our New York office. Although you'll be the only EA in our New York office, taking over a well-established role from a colleague who has recently moved into a different position at PhysicsX, the role is highly networked — spanning our global EA team in London and Singapore, and the assistants of our most senior customer and partner contacts at companies like Microsoft, NVIDIA, and Siemens. While the foundations are in place, there's real scope to make this role your own — shaping how executive support works in our North American team and leaving your mark on it.

Reporting to our London-based Head of People Operations & Data, you'll provide day-to-day executive support to our Managing Director, North America, alongside 1–2 other senior team members. This is a true thought-partner role — you'll act as an informed deputy for the people you support, often making judgment calls on their behalf and representing them in interactions with customers, partners, and internal colleagues.

PhysicsX is a fast-moving, growing organization, and this role will evolve with it. We're looking for someone who sees that as an opportunity rather than a challenge — someone curious, flexible, and energized by variety.

Key responsibilities

• Act as a true thought partner to the Managing Director, North America and 1–2 other senior team members — anticipating needs, thinking strategically on their behalf, and enabling them to focus on what matters most.
• Own diary management end-to-end: hold the line on competing priorities, make active trade-off calls between customer meetings, internal commitments, board/investor asks, and team time, and bring the principal in only when a real judgment call is needed.
• Run logistics end-to-end for the meetings and events we host out of New York — from small senior customer dinners to larger partner events at the office (e.g., joint events with NVIDIA, Microsoft, Siemens). Own the experience, not just the booking.
• Own complex domestic and international travel — frequent multi-city trips, last-minute re-routing, customer-site visits, and trade events (e.g. industry conferences). Build the muscle to rebook and reshape an itinerary inside an hour when plans change.
• Ensure timely processing of expenses and timesheets on behalf of supported principals.
• Work closely with the global EA team, collaborating on cross-regional scheduling and covering for colleagues in the US and UK during absences.
• Build and maintain working relationships with the assistants of senior customer and partner contacts — coordinating scheduling across multiple offices, anticipating their principals' needs, and being a reliable counterpart they trust.
• Prepare for high-stakes meetings — pulling together briefing materials, agendas, attendee bios, and pre-reads in advance of customer, partner, and executive engagements (including CEO and Board-level conversations).

Key skills required

• Experience in an Executive Assistant role, ideally in a fast-paced, international, or high-growth environment.
• A natural network-builder — comfortable picking up the phone with another EA they've never met to solve a scheduling problem, and building the kind of rapport that makes complicated multi-stakeholder meetings happen.
• Proactive and strategic — able to think ahead, understand context, and act as a trusted extension of the leaders they support.
• Skilled at diary management with the confidence to push back, problem-solve, and unblock when needed.
• Comfortable being the sole EA in a region, taking ownership and operating with autonomy while staying closely connected to a global team.
• Genuinely flexible and comfortable with a role that will evolve — energized by variety and the opportunity to shape things rather than unsettled by it.
• Comfortable with a role that occasionally requires support outside standard hours — flexibility is genuinely a two-way street here.
• Excellent communicator across written, verbal, and digital channels.
• Impeccable discretion — you'll see commercially sensitive customer information, partnership terms, financial and personal details, and confidential internal discussions. We need someone whose default is to volunteer nothing and whose judgment on what to share with whom is consistently right
• Strong judgment under ambiguity — comfortable making decisions on the principal's behalf when the principal isn't reachable, and knowing the difference between a decision to escalate and a decision to make.
• Experience working across time zones is a strong advantage.
• Already uses AI tools (Claude, ChatGPT, similar) as part of their daily workflow — drafting communications, summarizing long threads, prepping briefings, organizing notes. We expect this to be second nature, not a stretch.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) — required. Experience with travel booking systems also expected.

What we offer

Work with a high-caliber, collaborative team of engineers, scientists, and operators who care deeply about doing great work, and about helping each other get better. We come from diverse backgrounds, but we share a commitment to operating at the highest level and addressing some of the most complex challenges out there. We also believe in balancing focused, ambitious work with a life beyond it. Our hybrid model blends time together in our New York office with work-from-home days, giving you the flexibility to work sustainably while staying connected in person. If you’re ambitious, thoughtful, and driven by impact, you’ll feel at home. 

Salary range for this position is estimated to be between $100,000 - $125,000 based on experience and demonstrated ability to deliver at level. Seniority will be assessed throughout our interview process. 

And it doesn’t stop there …

🚀 Equity options - share meaningfully in the company you’re helping to build.

💰 5% contribution to 401(k) - build long-term security with a strong retirement plan.

🍽️ Free team lunch 1x/week - good food, great company, and space to connect.

🏥 Private health insurance – comprehensive cover for you, offering total peace of mind.

👶 Enhanced parental leave – 3 months full pay paternity and 6 months full pay maternity leave, to provide extra flexibility during the moments that matter most.

☀️ 20 days of Annual Leave (+ Public Holidays) - because taking time to rest matters.

📈 Personal development – dedicated support for learning, development, and leveling up over time.

💪 Gympass / Wellhub (subsidized) – for you and up to 3 family members, supporting both physical and mental wellbeing.

💳 Flexible Spending Account (FSA) – set aside pre-tax dollars for eligible healthcare expenses.

🔎 Watch this space, we’re continuing to build this as we grow…