Administrative Assistant to the CTO

Executive Assistant To The CTO

Mesa Quantum is building the next generation of quantum sensing and Position, Navigation, and Timing (PNT) technologies. Our mission is to make quantum technologies practical, scalable, and deployable in real-world applications spanning defense, critical infrastructure, telecommunications, and autonomous systems.

As we continue to grow, we are seeking a highly organized and proactive Executive Assistant to support the CTO and help ensure the smooth execution of technical, operational, and administrative activities across the organization.

Role Overview

The Executive Assistant to the CTO serves as a force multiplier for the technical organization. This role is responsible for keeping the CTO organized, prepared, and focused on the highest-value technical and strategic priorities by managing schedules, coordinating logistics, supporting grants and contracts, and ensuring operational follow-through.

The ideal candidate is highly organized, detail-oriented, comfortable working with technical teams, and capable of managing multiple priorities simultaneously. They are proactive, resourceful, and take pride in ensuring that important tasks, deadlines, and commitments never fall through the cracks.

Responsibilities

Executive Support

Manage the CTO’s calendar, scheduling, and priorities, ensuring time is allocated effectively across technical, operational, and strategic activities.

Coordinate internal and external meetings across multiple stakeholders, partners, suppliers, customers, and collaborators.

Ensure the CTO is prepared for meetings with relevant agendas, materials, documents, and background information.

Track action items, commitments, and follow-up tasks, ensuring timely execution and accountability.

Maintain organized records of key documents, communications, and technical materials.

Grants, Contracts, and Compliance Support

Assist with grant, contract, and proposal submissions by gathering documentation, coordinating inputs, and tracking deadlines.

Support completion of forms, registrations, certifications, reporting requirements, and administrative documentation.

Coordinate with internal team members and external partners to collect required information for proposals and reports.

Maintain organized records of grant-related documentation and submission materials.

Travel and Logistics

Coordinate domestic and international travel, including flights, accommodations, transportation, itineraries, conference registrations, and meeting logistics.

Manage travel schedules and ensure smooth execution of technical visits, customer meetings, conferences, and partner engagements.

Handle last-minute travel changes and logistical challenges as needed.

Operations and Vendor Coordination

Support supplier, vendor, and partner coordination activities.

Assist with purchasing workflows, order tracking, documentation, and logistics.

Manage NDAs, contracts, vendor paperwork, onboarding documents, and related administrative processes.

Maintain organized filing systems for technical, operational, and business records.

Project and Team Coordination

Help coordinate activities across engineering, photonics, manufacturing, operations, and external collaborators.

Track deadlines, milestones, deliverables, and follow-up items across multiple projects.

Support technical reviews, team meetings, customer visits, and project planning activities.

Assist with organizing technical workshops, offsites, team events, and customer demonstrations.