About us 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.

PhysicsX is a fast-moving, growing organization, and this role will evolve with it. We're looking for someone who sees that as an opportunity rather than a challenge — someone curious, flexible, and energized by variety.

Key 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. , joint events with NVIDIA, Microsoft, Siemens).

Own the experience, not just the booking. g. industry conferences).

Build the muscle to rebook and reshape an itinerary inside an hour when plans change. Ensure timely processing of expenses and timesheets on behalf of supported principals. Work closely with the global EA team, collaborating on cross-regional scheduling and covering for colleagues in the US and UK during absences.

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). Key skills required Experience in an Executive Assistant role, ideally in a fast-paced, international, or high-growth environment.

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.