Executive Assistant

Xcimer Energy leverages decades of research on Inertial Fusion Energy (IFE) combined with groundbreaking new laser architecture. Our mission is to deploy fusion power plants to meet global decarbonization goals as fast as possible. Xcimer has assembled a team of leaders in tough tech, fusion science, and manufacturing with a track record of rapid execution. Supported by leading investors, Xcimer is uniquely positioned to deliver limitless, clean, fusion power to combat climate change. Join us in powering a better world with inertial fusion! As Executive Assistant, you are a key partner to the CEO, CTO, COO, and other senior leaders. You will manage complex calendars, anticipate needs, and create smooth workflows that allow leadership to focus on high-impact priorities. This role requires exceptional organizational skills, proactive problem-solving, and the ability to operate with discretion, speed, and polish. Your success will come from thinking two steps ahead, building strong relationships, and ensuring that no detail falls through the cracks. We are looking for a people centric, customer service orientated Administrative Assistant to apply their organizational expertise, problem solving skills, and dedication to quality to positively impact the future of energy!
What Great Looks Lik in This Role:·       Proactive: You identify issues before they become problems and offer solutions.·       Detail Oriented: Your work is consistently accurate and complete.·       Anticipatory: You understand priorities and stay two steps ahead.·       Polished Communicator: Your written and verbal communication builds trust and credibility.·       Calm Under Pressure: You keep things moving even in high-stakes situations.

Responsibilities

• Executive Support & Prioritization:
• Serve as the primary point of contact and gatekeeper for executive calendars.
• Anticipate needs, resolve scheduling conflicts before they occur, and create space for priority work.
• Keep leadership informed of upcoming commitments and ensure follow-up on action items.
• Calendar Management & Meeting Management:
• Maintain dynamic, high-volume calendars for multiple executives.
• Plan, coordinate, and track all meetings, reviews, and appointments.
• Prepare agendas, capture detailed notes, and ensure clear next steps are documented and communicated.

Travel & Logistics:

• Arrange complex domestic and international travel, including itineraries and agendas.
• Prepare all required documentation for travel related meetings.
• Complete expense reports accurately and promptly.

Communication & Documentation:

• Draft, proof, and edit professional correspondence, reports, and presentations.
• Ensure all communications (internal and external) are clear, accurate, and polished.
• Handle confidential information with the utmost discretion.
• Event Planning & Coordination:
• Plan and execute company events, offsites, board meetings and executive gatherings.
• Manage meeting logistics, materials, and follow-up.
• Own communication with external partners for event details, logistics, and agenda items.
• Cross Functional Administrative Support:
• When needed, assist with recruiting coordination, candidate interactions, onboarding activities, and cross-team project logistics.
• Maintain office supply and equipment inventory in partnership with Administrative Assistants.
• Ensure conference rooms and shared spaces are meeting ready.
• Customer Service & Relationship Management:
• Deliver a high level of service to all stakeholders (internal staff, external partners, candidates, and visitors).
• Act as a trusted liaison between executives and other teams.

Qualifications

• Experience: 5+ years of experience as an Executive Assistant preferably in a startup or fast-paced environment.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
• Excellent verbal and written communication skills, interpersonal skills, and high customer service capabilities with a keen attention to detail.
• Proactive problem-solving skills and a willingness to take initiative.
• Attention to detail and ability to produce quality products with a high level of accuracy.
• Ability to multitask and prioritize tasks effectively in a dynamic and evolving environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to earn trust, influence others, and maintain positive and professional relationships.
• Administrative skills, organizational skills, and problem-solving skills.
• Comfortable in a fast-paced, dynamic, and ambiguous environment.
• A positive attitude, with a customer service-oriented approach and a passion for working with people.
• Must be a U.S. citizen or national, U.S. permanent resident (current Green Card holder), or lawfully admitted into the U.S. as a refugee of granted asylum.

Equal Employment OpportunityXcimer Energy is proud to be an Equal Opportunity/Affirmative Action Employer and is committed to attracting, retaining, and developing a highly qualified, diverse, and dedicated work force. Xcimer Energy hires and promotes people on the basis of their qualifications, performance, and abilities. We support the establishment and maintenance of a workplace that fosters trust, equality, and teamwork, in which all employees recognize and appreciate the diversity of individual team members. We provide all qualified applicants for employment and employees with equal opportunities for hire, promotion, and other terms and conditions of employment, regardless of their race, color, religion, gender, sexual orientation, gender identity, national origin/ethnicity, age, physical or mental disability, genetic factors, military/veteran status, or any other status or characteristic protected by federal, state, and/or local law. Xcimer Energy will consider for employment qualified applicants with criminal histories in a manner consistent with applicable federal, state, and local laws. For more information on “EEO Is the Law,” please see here and here. BenefitsBenefits Employee Benefits include: Medical, dental, vision, basic and supplemental life insurance, paid parental leave (must be employed at time of birth or adoption), short and long-term disability, 401(k) with a company match of up to 6%. Paid Time Off: 15 days per year based on weekly scheduled hours, 10 paid sick leave, and 13 company-paid holidays for all regular employees (including part-time), fixed-term, and interns. Equity will be granted to eligible employees. Equity is designed to allow employees to share in company results and success.