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Alice & Bob

Posted 1 month ago

Open

Executive Assistant to the Leadership Team H/F

ParisHybrid

AI Summary

An Executive Assistant to the Leadership Team who owns complex scheduling, travel, events, and day-to-day coordination to enable leaders to focus on strategic priorities.

About this role

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

    • Skills

    Calendar ManagementCommunication ToolsDocument ToolsEvent CoordinationPresentation SoftwareScheduling ToolsTime-management ToolsTravel Booking

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