Executive Assistant

Why We Have This Role

How You’ll Find Success

• Proactive Anticipation: Anticipate the needs and priorities of the executives, proactively addressing them to streamline workflow and maximize productivity.
• Effective Communication: Establish and maintain clear, open lines of communication with the executives and various stakeholders, ensuring all parties are well-informed and aligned.
• Precision and Attention to Detail: Execute tasks with meticulous attention to detail and accuracy, ensuring all deliverables meet high standards and deadlines are consistently met.
• Adaptability and Flexibility: Demonstrate flexibility in responding to evolving priorities and dynamic situations, adeptly adjusting plans and strategies as needed to support the executives effectively.
• Confidentiality and Trustworthiness: Maintain strict confidentiality and handle sensitive information with discretion and professionalism, fostering trust and reliability in all interactions.
• Relationship Building: Cultivate strong relationships with internal and external stakeholders, leveraging these connections to facilitate collaboration and achieve strategic objectives.

How You’ll Grow

• Interdepartmental Collaboration: Supporting teams across different locations and assisting in driving team initiatives can broaden your organizational reach and deepen your understanding of cross-functional processes. This will foster your ability to work effusively with diverse groups while improving your relationship-building and interpersonal skills.
• Process Improvement: The chance to be involved in process improvement initiatives allows for a deeper understanding of the organization's operations. With time, you'll cultivate problem-solving and analytical skills, and gain a valuable perspective on improving efficiency and productivity within a corporate setting.
• Task Prioritization and Time Management: Managing the master schedule and ensuring executives are spending their time effectively requires significant prioritization and time management skills. Over time, mastering these skills will position you as an efficient manager, a trait valuable not only in this role but throughout your professional journey.
• Communication Skills: Given the nature of the role, constant interactions with different stakeholders, both internally and externally, are inevitable. This will refine your communication skills, particularly in articulating ideas effectively, managing expectations, and resolving conflicts.

Things You’ll Do

• Cross Team Collaboration: Playing a crucial role in supporting teams across different locations, you'll ensure smooth communication and even help drive certain team initiatives. This EA will assist with planning and execution of team all hands meetings, offsites, and socials.
• Rhythm of Business Coordination: This EA will manage the master schedule (including annual and quarterly meetings) by arranging meetings and ensuring that the executives are spending their time effectively on the priorities that matter.
• Process Improvement: Part of the day-to-day role for this EA will involve taking over some of the basic process improvement to support the business (e.g. see around corners to proactively solve potential issues and understand if we are making progress in areas necessary to goal completion).
• Administrative Assistant: This EA will help set and track agendas for given meetings, take notes and/or action items to document the decisions made in meetings, submit expenses monthly, and provide other administrative support as needed.
• Travel and Logistics:  As an essential part of your role, this EA will be tasked with ensuring that every journey—whether by land, air, or sea—is smooth, efficient, and aligned with our executives' schedules. This will involve researching the best travel options, coordinating with travel agencies, managing itineraries, and ensuring that any potential hiccups are addressed proactively. Your expertise will make certain that travel is not just about reaching the destination, but about optimizing the entire experience.
• Project Coordination: While you will assist in the coordination of team meetings and business gatherings, there will be opportunities for you to lead specific projects, furthering your professional growth.

What We’re Looking For On Your Resume

• Bachelor’s degree preferred.
• Minimum of 3 years Executive Assistant experience in a fast-paced, technology-driven environment.
• Excellent written and verbal communication skills.
• Strong problem-solving and organizational abilities, with a proven track record of managing multiple priorities efficiently and meeting deadlines.
• Consistently delivers high-quality, professional customer service to both internal and external stakeholders, demonstrating approachability and a positive attitude.
• Proactive and adaptable, able to take initiative and handle new tasks with minimal guidance.
• Collaborates effectively with executive assistants across headquarters and remote offices to ensure seamless corporate operations.
• Maintains the highest level of integrity and discretion when managing confidential and sensitive information.

What You Should Know About This Team

Our Team’s Favorite Perks and Benefits

• Wellness Reimbursement for $300 per quarter for wellness activities, including gym memberships, spa massages, workout equipment, meditation apps, and much more.
• $1800 yearly Experience bonus to be used for an “Experience” of your choosing
• Amazing QGroup Communities; MOSAIQ, Green Team, Qualtrics Pride, Q&Able, Qualtrics Salute, and Women’s Leadership Development, which exist as places for support, allyship, and advocacy.