Senior Administrative Assistant

Job Description

Job Title: Senior Administrative Assistant. Location: Brisbane, Queensland, Australia

Job Type:

• Full-time
• Brisbane-based role with in-person availability required as needed
• May occasionally require support outside standard Australian business hours and early-morning meetings aligned with U.S. Pacific Standard Time

Responsibilities:

• Provide high-level executive and administrative support to the VP, Quantum Architecture, while supporting the Head of Business Operations and broader Brisbane office operations.
• Coordinate communication, organization, and alignment between Brisbane teams and global offices.
• Work with senior leaders, Executive Assistants, Chiefs of Staff, functional leaders, and Executive Leadership team members to understand priorities and ensure execution and follow-through.
• Manage complex and frequently changing calendars, prioritize meeting requests, resolve conflicts, coordinate global time zones, and align leadership schedules with business priorities;
• Prepare leaders for important meetings by coordinating agendas, materials, pre-reads, logistics, and stakeholder input.
• Attend assigned meetings, record minutes, decisions, and action items, and track actions through completion.
• Monitor follow-up on priorities arising from leadership meetings, technical discussions, business operations, Slack, email, and internal communications.
• Support executive communications and ensure decisions and actions reach the appropriate stakeholders.
• Arrange complex domestic and international travel, including itineraries, accommodations, ground transportation, meeting schedules, and trip agendas.
• Coordinate visits by executives, technical leaders, partners, and other stakeholders to the Brisbane office.
• Partner with the Head of Business Operations on office priorities, planning, events, leadership visits, and operational initiatives.
• Track deliverables, coordinate cross-functional workstreams, prepare materials, and follow up with stakeholders;
• Maintain discretion, professionalism, confidentiality, and effective communication across the organization.
• Build strong relationships with Executive Assistants and administrative partners across global offices.
• Help integrate the Brisbane office into the company's global operating rhythm through meetings, events, planning, leadership visits, and cross-functional initiatives.
• Support Brisbane office activities requiring administrative or organizational assistance.
• Work on special projects assigned by the VP, Quantum Architecture and Head of Business Operations.
• Complete and process expense reports and other administrative requirements.
• Perform additional duties as assigned.

Qualifications:

• Bachelor's degree or equivalent relevant professional experience.
• Minimum 5 years of related experience supporting senior executives in a fast-paced, complex organization.
• Experience supporting senior technical, engineering, scientific, R&D, or business operations leaders is highly desirable.
• Experience in a startup, high-growth technology company, or similarly dynamic environment is strongly preferred.
• Experience supporting globally distributed teams and executives across multiple time zones.
• Experience coordinating extensive domestic and international travel;
• Demonstrated discretion, professionalism, sound judgment, and confidentiality.
• Ability to work independently and navigate changing priorities with limited direction.
• Experience supporting operational projects, cross-functional initiatives, or office operations is desirable.

Knowledge, Skills & Abilities:

• Exceptional organizational and time-management skills.
• Ability to manage complex and continuously changing priorities.
• Ability to support early-morning meetings aligned with U.S. Pacific Standard Time.
• Ability to support multiple senior leaders while balancing competing priorities.
• Ability to anticipate needs and proactively resolve potential issues.
• Ability to manage multiple workstreams and maintain stakeholder accountability.
• Comfortable coordinating across Australia, the United States, Europe, and other global locations.
• Strong attention to detail, flexibility, speed, and judgment.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to build trusted relationships with executives, scientists, engineers, business teams, and external stakeholders.
• Ability to appropriately handle sensitive queries, requests, and issues.
• Resourceful, collaborative, and comfortable working independently.
• Willingness to occasionally support time-sensitive matters outside standard Australian business hours.
• Interest in learning about discussions involving quantum computing, semiconductor technology, engineering, scientific, technical, commercial, and business operations. Technical expertise is not required.
• High proficiency with Microsoft Outlook, Excel, Word, PowerPoint, and modern collaboration and communication tools.
• Commitment to the highest ethical and professional standards.

Benefits and Compensation:

• Base salary: AUD $109,600 to $129,000.
• Full-time employees are eligible for equity and benefits.
• Actual compensation may vary based on qualifications, education, training, competencies, experience, location, and business needs.
• Base salary is only one component of the total compensation package and may change in the future.

Application Instructions:

• Applications require a first name, last name, email, phone, country, city, resume/CV, cover letter, education information, and LinkedIn profile.
• Applicants must indicate whether they require employment visa sponsorship.
• Applicants must confirm legal authorization to work in Australia.
• Applicants must disclose whether they are friends or relatives with current employees of the company.
• The cover letter must include the word "purple";
• Accepted resume and cover letter formats include PDF, DOC, DOCX, TXT, and RTF.
• The application also includes optional voluntary self-identification questions concerning gender, Hispanic/Latino status, race and ethnicity, veteran status, and disability status.
• The voluntary disability survey is confidential and is not used in hiring decisions.
• The company does not accept unsolicited resumes from employment agencies.