Executive Administrator & Support Specialist

Location: Remote / Hybrid (Florida preferred)

Type: Part-Time

Min. Experience: 3+yrs

 

About ArcQubit

ArcQubit is a software company making quantum readiness accessible. Our AI-native platform, QuantumDrift, helps teams of any skill level assess cryptographic risk, plan PQC migration, and scale toward quantum adoption. We're removing the barriers of cost and complexity so every organization can understand their quantum exposure and build a path forward. Visit arcqubit.io/careers to learn more.

 

Role Summary

ArcQubit is looking for an Executive Administrator & Support Specialist to serve as an organizational anchor for our leadership team and a reliable point of contact for our customers. This is a dual-hatted, full-time hourly position weighted toward executive administration. The right candidate will manage the day-to-day operational needs of ArcQubit’s leadership while also owning the customer email experience and building self-service resources that grow with our platform. This position is temporary in classification, with the opportunity for promotion to a permanent role based on performance. We are looking for someone who brings structure to the executive office and genuine care to every customer interaction.

 

Key Responsibilities

Executive Communications Draft, edit, and send correspondence on behalf of leadership, including internal memos, partner outreach, and stakeholder updates, with precision and discretion. Travel Coordination Plan and manage end-to-end travel logistics for the executive team, including flights, accommodations, ground transport, and itinerary preparation. 

Project Coordination and Tracking Monitor cross-functional initiatives, track deliverables, and keep leadership informed on progress, blockers, and deadlines across active projects.

Customer Support and Communications

  • Inbox Management Manage inbound customer inquiries and deliver professional, empathetic responses within our 4-hour service level agreement. 

  • Self-Service Content Identify recurring friction points in customer correspondence and proactively develop FAQ content that reduces future inquiry volume.

  • Templates and Saved Replies Build and maintain a library of response templates that ensure tone consistency and reduce manual effort across all customer communications.

  • Technical Troubleshooting  Investigate and resolve customer-reported issues, and escalate complex bugs to the Engineering team with clear, actionable documentation.

  • Site Auditing Conduct weekly reviews of the FAQ site to confirm content accuracy, verify that all media is functional, and eliminate broken links.

  • Customer Feedback Reporting Compile weekly email trends into a Voice of the

  • Customer summary for the Product team, surfacing which features or workflows are generating the most confusion.

  • New User Onboarding Send personalized welcome messages to new sign-ups and connect them with the resources they need to get value from the platform quickly.

 

Minimum Qualifications

Experience: Three or more years in an executive assistant, administrative coordinator,or customer success capacity, preferably within a startup or SaaS environment.

  • Candidates should be comfortable supporting senior leadership while simultaneously managing external-facing responsibilities.

  • Executive Support A demonstrated track record managing complex calendars, coordinating travel logistics, and handling sensitive executive communications with discretion and good judgment.

  • Written Communication Strong professional writing skills and the ability to shift tone a the situation requires, formal and concise for leadership correspondence, warm and

  • accessible for customer-facing messages.

  • Inbox Management The ability to manage high volumes of email across multiple threads without sacrificing quality, timeliness, or attention to context.

  • Project Coordination Experience tracking deliverables across cross-functional work, maintaining accountability, and flagging risks before they escalate.

  • Content and Knowledge Base Management Familiarity with managing a help center, knowledge base, or website backend at a basic administrative level.

  • Technical Aptitude Comfort learning new software and a working ability to troubleshoot common user issues such as browser troubleshooting, login support, or UI navigation guidance.

  • Attention to Detail A reliable eye for catching errors, whether a typo in a customer email, a broken link in the help center, or a scheduling conflict on the executive calendar.

  • Independent Judgment The initiative to work without close supervision and the foresight to address problems before being asked.




Performance Standards

Executive Operations

  • Calendar Accuracy Zero missed or double-booked commitments, with conflicts resolved before they reach leadership.

  • Communications Turnaround Executive correspondence drafted and ready for review within agreed timelines.

  • Travel Execution Itineraries confirmed and delivered no less than 48 hours prior to departure.

  • Project Visibility Deliverable tracking is maintained in real time so leadership always has a current picture.

  • Inbox Efficiency and Quality Response Time Average first response time of under four hours.

  • Single-Reply Resolution Customer issues resolved in one reply whenever possible, with complete and clear instructions provided upfront.

  • Customer Satisfaction A CSAT rating of 95% or higher based on post-interaction feedback.

  • Voice and Tone Professional, empathetic communications that reflect well on ArcQubit and make customers feel supported.

  • FAQ and Self-Service Content Currency FAQ articles updated the same day a product change or known issue is identified.

  • Deflection Impact A measurable reduction in simple, repetitive inquiries as self-service content matures.

  • Findability Help Center organized so users can locate what they need in three clicks or fewer.

  • Visual Support Articles include screenshots or short videos where step-by-step guidance benefits from visual reinforcement.

  • Process and Site Health Template Library A maintained and regularly updated set of response templates available to the full team.

  • Trend Reporting Recurring customer pain points surfaced to the Product team on a weekly basis.

  • Link Integrity Help site maintained with no broken links or outdated visuals.

  • Proactive Communication

  • Issue Flagging Unusual spikes in email volume or topic clusters identified and escalated before they become broader problems.

  • Self-Service Promotion FAQ resources consistently referenced in customer replies to encourage independent problem-solving.

 

Compensation and Benefits

This position may or may not qualify for all compensation benefits. Benefits dependent on location of the candidate.

Compensation and Benefits

  • This is a full-time hourly, temporary engagement. This position is subject to promotion to a permanent role based on performance. Benefit eligibility is subject to location and the terms of the engagement.
  • Financial wellness resources
  • Paid time off, company holidays, and a floating holiday
  • Access to ArcQubits career progression framework
  • The opportunity to contribute to a category-defining platform at an early and formative stage



Culture at ArcQubit

We're building technology that makes AI and quantum computing accessible to organizations traditionally locked out of this space. That mission shapes how we work together.

Contributions over hours. We measure impact by what you deliver, not how long you sit at a desk. We trust you to manage your time and energy in ways that let you do your best work.

People come first. Great technology comes from people who feel valued, supported, and trusted. We're committed to creating an environment where you can thrive professionally and personally.

We're defining who we are together. As an early-stage company preparing to exit stealth, we're actively shaping our core values and principles. The team members who join now will help establish the culture we carry forward. What guides us today: showing up authentically, acting with integrity, treating each other with respect, taking ownership of our responsibilities, and staying inspired by the problems we're solving.

Mission-driven work. We believe AI and quantum computing shouldn't be reserved for organizations with massive budgets and specialized teams. If you're motivated by expanding access to transformative technology, you'll find purpose here.

Why ArcQubit

We're at the front edge of a generational technology shift. Quantum computing will reshape security, optimization, and AI. Most organizations aren't ready, and the tools to get them there don't exist yet.

We're building those tools.

At ArcQubit, you'll work with a team that values clarity over hype, outcomes over buzzwords, and access over gatekeeping. If you want to help organizations navigate one of the most significant technology transitions of the next decade, we'd like to meet you