Administrative Assistant & Office Manager

Administrative Assistant & Office Manager

D-Wave is seeking a highly organized and proactive Administrative Assistant & Office Manager to join our New Haven team. In this role, you will provide dedicated administrative support to the SVP, Gate Model Products & Technology and their direct reports, while also overseeing the day-to-day operations of the office.

You will serve as a central point of contact for employees and visitors, ensuring a professional, efficient, and welcoming environment. This role requires strong judgment, discretion, and the ability to manage multiple priorities in a fast-paced setting. The ideal candidate is a clear communicator with a high level of professionalism and confidentiality, who takes initiative and approaches challenges with a solutions-oriented mindset.

You enjoy creating an engaging workplace experience for both in-office and remote employees and contribute actively as a member of the Social Committee. You take pride in being dependable, resourceful, and always willing to support the team.

What you'll do:

Administrative Support

• Provide comprehensive administrative support, including calendar management, scheduling, and prioritization of competing requests
• Coordinate meetings and prepare materials, ensuring smooth execution and clear communication
• Manage travel arrangements via the Melon platform and support expense reporting
• Draft and distribute communications with accuracy and professionalism
• Maintain organized and accessible records in SharePoint
• Handle sensitive information with discretion, ensuring compliance with company policies

Office Operations

• Serve as the primary point of contact for office-related inquiries, greeting guests and directing requests appropriately
• Oversee daily office operations, including mail, shipping, and receiving
• Maintain office spaces (kitchen, meeting rooms, shared areas) to ensure they are organized and well-stocked
• Liaise with building management regarding notices or disruptions impacting the team
• Manage vendors and office services (catering, snacks, supplies, business cards), including ordering and tracking

Events & Engagement

• Plan and coordinate employee events, seasonal activities, and internal initiatives as part of the Social Committee
• Coordinate external visits and lab tours, including scheduling, NDAs, logistics, and catering
• Support onboarding by organizing new hire orientation, workspace setup, and system access

Collaboration & Process Improvement

• Partner with IT and Facilities to manage shared spaces, including Flex Desk and office booking via Zoom Workspaces
• Develop, maintain, and update administrative and front office standard operating procedures
• Provide ad hoc support and contribute to cross-functional projects as needed

What You'll Bring:

• 5+ years of professional administrative experience in a similar role
• Exceptional interpersonal and communication skills
• Strong organizational skills with attention to detail and the ability to manage competing priorities
• High level of discretion and professionalism when handling confidential information
• Proficiency in Microsoft Office and collaboration tools (e.g., SharePoint, Zoom)
• Dependable, proactive, and able to work independently
• Strong customer service mindset with a collaborative approach

A D-Waver's DNA:

• We look at the future and say "why not"; we see possibilities where others see problems or routines. We show the way ahead and are committed to achieving ambitious goals.
• We practice straight talk and listen generously to each other with empathy. We value different opinions and points of views. We ensure that we connect outside as well as inside to learn from others and inspire each other.
• We hold ourselves accountable for delivering results. We make decisions & take responsibility so that we can act & support each other.
• As leaders we motivate & engage our teams to undertake beyond what they originally thought possible, by developing our teams & creating the conditions for people to grow and empower themselves through enabling & coaching.

Our Compensation Philosophy is Simple but Powerful:

We believe providing D-Wavers with company ownership, competitive pay, and a range of meaningful benefits is the start of creating a culture where people want to give the best they've got — not because they're simply making money, but because they've fallen in love with our vision, mission, values, and team.

During the interview process, your Recruiter will review our total rewards (base, equity, bonus, perks, benefit, culture) offerings. The final offer is determined by your proficiencies within this level.

Inclusion:

We celebrate diverse perspectives to drive innovation in our pursuit. Our employees range from distinguished domain experts with decades of experience in their respective fields, to bright and motivated graduates eager to make their mark. Our diverse and innovative team will make you feel appreciated, supported and empower your career growth at D-Wave.

The Fine Print:

No 3rd party candidates will be accepted

It is D-Wave Systems Inc. policy to provide equal employment opportunity (EEO) to all persons regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity, genetic information, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state/provincial, local law.

The pay range for this role is:

61,520 - 92,280 USD per year (New Haven CT)