Executive Assistant [Remote-US]

The Role

We’re looking for an accomplished and well-rounded Executive Assistant (EA) to provide high-level administrative support to multiple Executive Leadership Team (ELT) members at Quanata. The ideal candidate has deep EA experience, is highly organized, pays close attention to detail, thrives in a fast paced environment, loves juggling multiple tasks, takes pride in a service focused position - and most important, has an extraordinary ability to anticipate executive needs. 

The EA team plays a crucial role in the seamless executive operations, aiming to remove administrative barriers so assigned ELT members can focus more fully on strategic initiatives. 

This role requires the highest levels of professionalism, a genuine respect for confidentiality and the ability to handle sensitive information with discretion. Joining an existing team of two Executive Assistants, this role reports directly to the Head of Communications and Chief of Staff and is part of the Communications team. 

Your day-to-day

1. Direct report to the Chief of Staff with responsibility to support ELT members and select Directors. 
2. Provide dedicated administrative and project support to assigned ELT members, optimizing their workflow and decision-making processes. This includes, but is not limited to, meeting attendance and minutes, calendar and email management, some on-site meeting preparation, development of meeting materials, triaging, prioritizing, and responding to incoming communications. 
3. Be an escalation path for local concerns by enabling access for stakeholders to escalate issues.
4. Coordinate travel, accommodations, itineraries, and all correspondence related to travel arrangements as needed.
5. Manage receipts and invoices and partnership with the Finance team.
6. Assists planning events, meetings, and employee team building activities or special projects.
7. Collaborate with other EAs and key stakeholders internally and with the Quanata parent company.
8. Provide backup support to other EAs as needed.
9. Other EA related duties as needed. 

About You

• Bachelor’s degree or equivalent experience in administrative support.
• 8 or more years of C-Level Executive Assistant experience supporting Executive Level Leaders with exposure to sensitive, confidential information.
• Professional demeanor appropriate for representing ELT and Quanata. 
• Project management experience and highly organized with the ability to prioritize many incoming requests, emails, and other communications, etc simultaneously.
• Excellent written and verbal communication skills.
• Ability to work under pressure and manage multiple projects simultaneously.
• Strong attention to detail and self-starter with drive to get work done, make a contribution and the skills and ability to multitask.
• Proficiency in office related software (spreadsheets, slides, documents, etc), specifically with Google suite tools (Google docs, Google Slides, Google Sheets, Gmail, Google calendars). 
• Interest and ability to travel occasionally within the US.
• High comfort-level with change and start-up environment. 
• Highly flexible work ethic.

Bonus Points

• Multi-Company Executive Support Experience: Highly preferred for candidates with experience in supporting SVPs, VPs, and Directors who operate across multiple companies, demonstrating the ability to navigate complex organizational structures and dual company cultures and responsibilities.
• Expertise in Managing Multiple Priorities: Ideal for candidates skilled in prioritizing and managing the diverse and competing priorities of high-level executives, ensuring efficient workflow and decision-making processes.

Salary: $120,000 to $166,000*

*Please note that the final salary offered will be determined based on the selected candidate's skills, and experience, as well as the internal salary structure at Quanata. Our aim is to offer a competitive and equitable compensation package that reflects the candidate's expertise and contributions to our organization.

Additional Details: 

• Benefits: We provide a wide variety of health, wellness and other benefits.These include medical, dental, vision, life insurance and supplemental income plans for you and your dependents, a Headspace app subscription, monthly wellness allowance and a 401(k) Plan with a company match.
• Work from Home Equipment: Given our virtual environment— in order to set you up for success at home, a one-time payment of $2K will be provided to cover the purchase of in-home office equipment and furniture at your discretion. Also, our teams work with MacBook Pros, which we will deliver to you fully provisioned prior to your first day.
• Paid Time Off: All employees accrue four weeks of PTO in their first year of employment.  New parents receive twelve weeks of fully paid parental leave which may be taken within one year after the birth and/or adoption of a child. The twelve weeks is applicable to both birthing and non-birthing parent.
• Personal and Professional Development: We’re committed to investing in and helping our people grow personally and professionally.  All employees receive up to $5000 each year for professional learning, continuing education and career development.  All team members also receive Udemy subscriptions and access to multiple different coaching opportunities through BetterUp.
• Location: We are a remote-first company for most positions so you may work from anywhere you like in the U.S, excluding U.S. territories.  Occasional travel may be required for team meetings or company gatherings.  Employees based in the San Francisco Bay Area or in Providence, Rhode Island may commute to one of our local offices as desired.  
• Hours: We maintain core meeting hours from 9AM - 3PM Pacific time for collaborating with team members across all time zones.