What are the responsibilities and job description for the Administrative Assistant & Office Manager position at D-Wave?
D-Wave (NYSE: QBTS), D-Wave is a leader in the development and delivery of quantum computing systems, software, and services. We are the world’s first commercial supplier of quantum computers, and the only company building both annealing and gate-model quantum computers. Our mission is to help customers realize the value of quantum, today. Our quantum computers — the world’s largest — feature QPUs with sub-second response times and can be deployed on-premises or accessed through our quantum cloud service, which offers 99.9% availability and uptime. More than 100 organizations trust D-Wave with their toughest computational challenges. With over 200 million problems submitted to our quantum systems to date, our customers apply our technology to address use cases spanning optimization, artificial intelligence, research and more. Learn more about realizing the value of quantum computing today and how we’re shaping the quantum-driven industrial and societal advancements of tomorrow: www.dwavequantum.com.
You can read more about our company and our innovations in the pages of The Wall Street Journal, Time Magazine, Fast Company, MIT Technology Review, Forbes, Inc. Magazine, Wired and across many whitepapers.
At D-Wave, we’re helping customers realize the value of quantum computing today and are shaping the quantum-driven industrial and societal advancements of tomorrow.
About The Role
D-Wave is seeking a highly organized and proactive Administrative Assistant & Office Manager to join our New Haven team. In this role, you will provide dedicated administrative support to the SVP, Gate Model Products & Technology and their direct reports, while also overseeing the day-to-day operations of the office.
You will serve as a central point of contact for employees and visitors, ensuring a professional, efficient, and welcoming environment. This role requires strong judgment, discretion, and the ability to manage multiple priorities in a fast-paced setting. The ideal candidate is a clear communicator with a high level of professionalism and confidentiality, who takes initiative and approaches challenges with a solutions-oriented mindset.
You enjoy creating an engaging workplace experience for both in-office and remote employees and contribute actively as a member of the Social Committee. You take pride in being dependable, resourceful, and always willing to support the team.
What You'll Do
Administrative Support
We believe providing D-Wavers with company ownership, competitive pay, and a range of meaningful benefits is the start of creating a culture where people want to give the best they’ve got — not because they’re simply making money, but because they’ve fallen in love with our vision, mission, values, and team.
During the interview process, your Recruiter will review our total rewards (base, equity, bonus, perks, benefit, culture) offerings. The final offer is determined by your proficiencies within this level.
Inclusion
We celebrate diverse perspectives to drive innovation in our pursuit. Our employees range from distinguished domain experts with decades of experience in their respective fields, to bright and motivated graduates eager to make their mark. Our diverse and innovative team will make you feel appreciated, supported and empower your career growth at D-Wave.
The Fine Print
No 3rd party candidates will be accepted
It is D-Wave Systems Inc. policy to provide equal employment opportunity (EEO) to all persons regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity, genetic information, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state/provincial, local law.
The Pay Range For This Role Is
61,520 - 92,280 USD per year (Hybrid - New Haven CT)
You can read more about our company and our innovations in the pages of The Wall Street Journal, Time Magazine, Fast Company, MIT Technology Review, Forbes, Inc. Magazine, Wired and across many whitepapers.
At D-Wave, we’re helping customers realize the value of quantum computing today and are shaping the quantum-driven industrial and societal advancements of tomorrow.
About The Role
D-Wave is seeking a highly organized and proactive Administrative Assistant & Office Manager to join our New Haven team. In this role, you will provide dedicated administrative support to the SVP, Gate Model Products & Technology and their direct reports, while also overseeing the day-to-day operations of the office.
You will serve as a central point of contact for employees and visitors, ensuring a professional, efficient, and welcoming environment. This role requires strong judgment, discretion, and the ability to manage multiple priorities in a fast-paced setting. The ideal candidate is a clear communicator with a high level of professionalism and confidentiality, who takes initiative and approaches challenges with a solutions-oriented mindset.
You enjoy creating an engaging workplace experience for both in-office and remote employees and contribute actively as a member of the Social Committee. You take pride in being dependable, resourceful, and always willing to support the team.
What You'll Do
Administrative Support
- Provide comprehensive administrative support, including calendar management, scheduling, and prioritization of competing requests
- Coordinate meetings and prepare materials, ensuring smooth execution and clear communication
- Manage travel arrangements via the Melon platform and support expense reporting
- Draft and distribute communications with accuracy and professionalism
- Maintain organized and accessible records in SharePoint
- Handle sensitive information with discretion, ensuring compliance with company policies
- Serve as the primary point of contact for office-related inquiries, greeting guests and directing requests appropriately
- Oversee daily office operations, including mail, shipping, and receiving
- Maintain office spaces (kitchen, meeting rooms, shared areas) to ensure they are organized and well-stocked
- Liaise with building management regarding notices or disruptions impacting the team
- Manage vendors and office services (catering, snacks, supplies, business cards), including ordering and tracking
- Plan and coordinate employee events, seasonal activities, and internal initiatives as part of the Social Committee
- Coordinate external visits and lab tours, including scheduling, NDAs, logistics, and catering
- Support onboarding by organizing new hire orientation, workspace setup, and system access
- Partner with IT and Facilities to manage shared spaces, including Flex Desk and office booking via Zoom Workspaces
- Develop, maintain, and update administrative and front office standard operating procedures
- Provide ad hoc support and contribute to cross-functional projects as needed
- 5 years of professional administrative experience in a similar role
- Exceptional interpersonal and communication skills
- Strong organizational skills with attention to detail and the ability to manage competing priorities
- High level of discretion and professionalism when handling confidential information
- Proficiency in Microsoft Office and collaboration tools (e.g., SharePoint, Zoom)
- Dependable, proactive, and able to work independently
- Strong customer service mindset with a collaborative approach
- We look at the future and say “why not”; we see possibilities where others see problems or routines. We show the way ahead and are committed to achieving ambitious goals.
- We practice straight talk and listen generously to each other with empathy. We value different opinions and points of views. We ensure that we connect outside as well as inside to learn from others and inspire each other.
- We hold ourselves accountable for delivering results. We make decisions & take responsibility so that we can act & support each other.
- As leaders we motivate & engage our teams to undertake beyond what they originally thought possible, by developing our teams & creating the conditions for people to grow and empower themselves through enabling & coaching.
We believe providing D-Wavers with company ownership, competitive pay, and a range of meaningful benefits is the start of creating a culture where people want to give the best they’ve got — not because they’re simply making money, but because they’ve fallen in love with our vision, mission, values, and team.
During the interview process, your Recruiter will review our total rewards (base, equity, bonus, perks, benefit, culture) offerings. The final offer is determined by your proficiencies within this level.
Inclusion
We celebrate diverse perspectives to drive innovation in our pursuit. Our employees range from distinguished domain experts with decades of experience in their respective fields, to bright and motivated graduates eager to make their mark. Our diverse and innovative team will make you feel appreciated, supported and empower your career growth at D-Wave.
The Fine Print
No 3rd party candidates will be accepted
It is D-Wave Systems Inc. policy to provide equal employment opportunity (EEO) to all persons regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity, genetic information, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state/provincial, local law.
The Pay Range For This Role Is
61,520 - 92,280 USD per year (Hybrid - New Haven CT)