PhysicsX

Executive Assistant

New York · Exec

H1B sponsorship available$100k-$125kDetected 15 days ago

RESTExcelLogisticsCommunicationAdaptabilityMicrosoft Office

About the role

PhysicsX is a fast-moving, growing organization, and this role will evolve with it.
We come from diverse backgrounds, but we share a commitment to operating at the highest level and addressing some of the most complex challenges out there.
We also believe in balancing focused, ambitious work with a life beyond it.

Responsibilities

Act as a true thought partner to the Managing Director, North America and 1-2 other senior team members - anticipating needs, thinking strategically on their behalf, and enabling them to focus on what matters most.
Own diary management end-to-end: hold the line on competing priorities, make active trade-off calls between customer meetings, internal commitments, board/investor asks, and team time, and bring the principal in only when a real judgment call is needed.
Run logistics end-to-end for the meetings and events we host out of New York - from small senior customer dinners to larger partner events at the office (e.g., joint events with NVIDIA, Microsoft, Siemens). Own the experience, not just the booking.
Own complex domestic and international travel - frequent multi-city trips, last-minute re-routing, customer-site visits, and trade events (e.g. industry conferences). Build the muscle to rebook and reshape an itinerary inside an hour when plans change.
Build and maintain working relationships with the assistants of senior customer and partner contacts - coordinating scheduling across multiple offices, anticipating their principals' needs, and being a reliable counterpart they trust.
Prepare for high-stakes meetings - pulling together briefing materials, agendas, attendee bios, and pre-reads in advance of customer, partner, and executive engagements (including CEO and Board-level conversations).
A natural network-builder - comfortable picking up the phone with another EA they've never met to solve a scheduling problem, and building the kind of rapport that makes complicated multi-stakeholder meetings happen.
Proactive and strategic - able to think ahead, understand context, and act as a trusted extension of the leaders they support.
Comfortable with a role that occasionally requires support outside standard hours - flexibility is genuinely a two-way street here.
🔎 Watch this space, we're continuing to build this as we grow…

Requirements

Key skills required
Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint). required.
Experience with travel booking systems also expected.

Compensation

Salary range for this position is estimated to be between $100,000 - $125,000 based on experience and demonstrated ability to deliver at level.

Benefits

🚀 Equity options - share meaningfully in the company you're helping to build.
💰 5% contribution to 401(k) - build long-term security with a strong retirement plan.
🏥 Private health insurance - comprehensive cover for you, offering total peace of mind.
👶 Enhanced parental leave - 3 months full pay paternity and 6 months full pay maternity leave, to provide extra flexibility during the moments that matter most.
☀️ 20 days of Annual Leave (+ Public Holidays) - because taking time to rest matters.
📈 Personal development - dedicated support for learning, development, and leveling up over time.
💳 Flexible Spending Account (FSA) - set aside pre-tax dollars for eligible healthcare expenses.
We value diversity and are committed to equal employment opportunity regardless of sex, race, religion, ethnicity, nationality, disability, age, sexual orientation or gender identity.

Company info

PhysicsX is a deep-tech company with roots in numerical physics and Formula One, dedicated to accelerating hardware innovation at the speed of software.
We are building an AI-driven simulation software stack for engineering and manufacturing across advanced industries. By enabling high-fidelity, multi-physics simulation through AI inference across the entire engineering lifecycle, PhysicsX unlocks new levels of optimization and automation in design, manufacturing, and operations - empowering engineers to push the boundaries of possibility. Our customers include leading innovators in Aerospace & Defense, Materials, Energy, Semiconductors, and Automotive.
We're looking for a proactive, organized, and adaptable Executive Assistant to join our New York office. Although you'll be the only EA in our New York office, taking over a well-established role from a colleague who has recently moved into a different position at PhysicsX, the role is highly networked - spanning our global EA team in London and Singapore, and the assistants of our most senior customer and partner contacts at companies like Microsoft, NVIDIA, and Siemens. While the foundations are in place, there's real scope to make this role your own - shaping how executive support works in our North American team and leaving your mark on it.
Reporting to our London-based Head of People Operations & Data, you'll provide day-to-day executive support to our Managing Director, North America, alongside 1-2 other senior team members. This is a true thought-partner role - you'll act as an informed deputy for the people you support, often making judgment calls on their behalf and representing them in interactions with customers, partners, and internal colleagues.
We are building an AI-driven simulation software stack for engineering and manufacturing across advanced industries.
By enabling high-fidelity, multi-physics simulation through AI inference across the entire engineering lifecycle, PhysicsX unlocks new levels of optimization and automation in design, manufacturing, and operations - empowering engineers to push the boundaries of possibility.
Our customers include leading innovators in Aerospace & Defense, Materials, Energy, Semiconductors, and Automotive.
We're looking for a proactive, organized, and adaptable Executive Assistant to join our New York office.
Although you'll be the only EA in our New York office, taking over a well-established role from a colleague who has recently moved into a different position at PhysicsX, the role is highly networked - spanning our global EA team in London and Singapore, and the assistants of our most senior customer and partner contacts at companies like Microsoft, NVIDIA, and Siemens.
While the foundations are in place, there's real scope to make this role your own - shaping how executive support works in our North American team and leaving your mark on it.
Reporting to our London-based Head of People Operations & Data, you'll provide day-to-day executive support to our Managing Director, North America, alongside 1-2 other senior team members.
This is a true thought-partner role - you'll act as an informed deputy for the people you support, often making judgment calls on their behalf and representing them in interactions with customers, partners, and internal colleagues.

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This listing is sourced directly from PhysicsX's careers page and normalized into a canonical job model.