Executive Assistant & Ops Project Manager H/F

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.

The Executive Assistant & Ops Project Manager enables leaders to focus on strategic priorities in two ways: by driving operational projects that improve how the Leadership Team and the company run, from scoping to delivery, and by taking full ownership of scheduling, travel, and day-to-day coordination.

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 executive calendars and meeting coordination

• Coordinate and optimize busy executive calendars
• Schedule high-complexity meetings involving multiple stakeholders, recurring formats, and external constraints
• Anticipate and resolve scheduling conflicts proactively
• Coordinate travel and provide operational support
• Organize domestic and international travel end-to-end and manage last-minute changes with a solution-oriented mindset
• Handle expense follow-ups, bookings, and room logistics with rigor and consistency
• Prepare and format documents, presentations, and decks as needed
• Lead operational projects for the Leadership Team
• Scope, plan, and drive cross-functional operational projects from kickoff to delivery, defining objectives, timelines, budget, and success criteria
• Coordinate stakeholders across departments, track deliverables and dependencies, and ensure on-time delivery
• Report on project status and flag risks and trade-offs proactively to the Chief of Staff
• Examples of projects: rollout of a new internal tool or process, company-wide planning and objective-setting cycles, redesign of a workflow shared between several teams, office layout and seating projects with IT and Office Management
• Run the Leadership Team's operating rhythm
• Structure and coordinate recurring leadership formats (leadership meetings, quarterly reviews, board meeting preparation), including agendas, pre-reads, and materials
• Take meeting notes, track decisions and action items, and follow up to closure
• Build and maintain trackers and dashboards giving the Leadership Team a clear view of ongoing initiatives
• Identify recurring friction points in how the Leadership Team operates and propose process improvements
• Project-manage internal and external events
• Plan and execute team and department offsites, leadership seminars, and team events, owning the project plan from kickoff to post-event review
• Coordinate external conferences and multi-day workshops
• Requirements:: This person combines the rigor of an experienced Executive Assistant with the operational mindset of a Project Manager, bringing strong coordination skills and a calm, solution-oriented approach.
• 2–3+ years of experience in an Executive Assistant, Operations, Project Coordination, or Project Management 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 alternating between high-visibility projects and lower-visibility operational tasks
• Proficiency with project tracking, calendar management, travel booking, and presentation/document tools
• Proven project management skills: scoping, planning, prioritization, stakeholder coordination, risk tracking, and follow-through on deliverables
• 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