Executive Assistant & Office Manager
PhysicsX
This job is no longer accepting applications
See open jobs at PhysicsX.See open jobs similar to "Executive Assistant & Office Manager" General Catalyst.Administration, Operations
New York, NY, USA
Posted 6+ months ago
PhysicsX is a deep-tech company of scientists and engineers, developing machine learning applications to massively accelerate physics simulations and enable a new frontier of optimisation opportunities in design, engineering, and systems control.
We help our customers fundamentally improve their concepts and designs, transform their engineering processes and drive operational product performance. We do this in some of the most advanced and important industries of our time – including Renewables & Sustainability, Space, Aerospace, Medical Devices, Additive Manufacturing and Energy. Our work creates positive impact for society, be it by improving the design of artificial hearts, reducing CO2 emissions from aircraft and road vehicles, or increasing the performance of wind turbines.
Position Overview:
We’re looking for a proactive, organised, and versatile Executive Assistant & Office Manager, reporting to our London-based Head of Operations, to support our growing North America team and help ensure the smooth, day-to-day operation of our US office. This is a primarily office based role ideal for someone who enjoys a varied mix of responsibilities, working closely with leadership and contributing to a vibrant, diverse, and social team culture.
What you'll do
- Executive Assistant Support
- Provide high-quality, proactive support to the Managing Director, North America, including diary management, internal and external meeting coordination, travel arrangements and other tasks as needed.
- Provide support to other team members with scheduling as needed.
- Collaborate with UK-based Executive Assistants to manage scheduling, priorities, and cross-regional alignment.
- Coordinate logistics for internal and external meetings (both in-person and virtual), including workshops, tradeshows, etc.
- Ensure timely processing of expenses and timesheets
- Book and manage domestic and international travel for North American team using the company’s travel booking system.
- Cover for other Executive Assistants in US and UK
- Office Management
- Assist with office move currently scheduled for September 2025
- Support the smooth operation of our NY office, including managing supplies, vendors, and facilities.
- Act as the first point of contact for all guests and office-related queries, ensuring a positive and efficient work environment.
- Assist with the planning, coordination and execution of team events, meetings, and social activities.
- Liaise with the London-based Operations team to ensure alignment on tools, processes, and standards across offices.
- Ensure timely submission of timesheets and other routine administrative requirements for the North American team.
What the ideal candidate looks like
- Demonstrated experience in Office Management and Executive Assistant roles, ideally within a fast-paced or high-growth environment.
- Ability to anticipate needs, prioritise effectively, and understand the broader context when making decisions or supporting the leadership team.
- Exceptional attention to detail, ability to manage multiple tasks and stay calm under pressure.
- Clear, professional communicator across written, verbal, and digital channels.
- Able to handle sensitive information with a high degree of confidentiality and discretion.
- Comfortable with shifting priorities and flexible to support a growing, fast-paced organisation.
- Enjoys working with diverse personalities, building relationships, and contributing to a social, inclusive team environment.
- Ideally experience working across time zones and for an international company.
- Confident using Microsoft Office (Outlook, Word, Excel, PowerPoint) and travel booking systems.
This is a fantastic opportunity to play a key support role in a growing organisation where no two days are the same. If you’re someone who thrives on variety, enjoys solving problems, and wants to be part of a collaborative and dynamic team, we’d love to hear from you. You’ll need to be just as happy rolling up your sleeves for the day-to-day tasks as you are contributing to bigger-picture initiatives.
As the company and North American operations team continue to grow, the scope of this role is likely to evolve. Depending on the candidate’s strengths and interests, this could mean the role expands in responsibility or eventually splits into two more focused positions. It’s a great opportunity for someone looking to grow with the company and help shape how operational and executive support develops in a fast-paced, scaling environment.
What we offer
- Competitive salary
- Equity options – share in our success and growth.
- 5% 401(k) match – invest in your future.
- While this is primarily an office-based role, we aim to offer a level of flexibility to support a healthy work-life balance.
- Enhanced parental leave – support for life’s biggest milestones.
- Full personal healthcare – comprehensive coverage for you.
- Personal development – access learning and training to help you grow.
We value diversity and are committed to equal employment opportunity regardless of sex, race, religion, ethnicity, nationality, disability, age, sexual orientation or gender identity. We strongly encourage individuals from groups traditionally underrepresented in tech to apply. To help make a change, we sponsor bright women from disadvantaged backgrounds through their university degrees in science and mathematics.
This job is no longer accepting applications
See open jobs at PhysicsX.See open jobs similar to "Executive Assistant & Office Manager" General Catalyst.
