Executive Assistant

Executive Support responsibilities:

• Independent work on various project co-ordination and related tasks in support of the COO function(s) that require alignment with multiple team across QAD globally
• Support ad hoc analysis and documentation preparation where required
• Create content and execute specific communication tasks
• Manage complex and ever-changing executive calendars across multiple time zones.
• Coordinate meeting requests prioritizing schedules and ensuring effective use of executive time.
• Prepare and submit executive expense reports accurately and on time.
• Draft compose and prepare correspondence presentations and documents including confidential communications.
• Organize domestic and international travel including detailed itineraries visas (where applicable) accommodation and logistics.
• Prepare agendas briefing materials and supporting documentation for meetings.
• Organize internal and external meetings including scheduling reminders meeting logistics and required content.
• Handle correspondence on behalf of executives and ensure timely follow-up on action items.
• Monitor executive action items and proactively follow up to ensure completion.

Administration responsibilities:

• Completing a broad variety of administrative tasks for the COO & other executives including:
• Managing calendars and all meeting requests
• Completing expense reports
• Composing preparing correspondence information that is sometimes confidential
• Arranging detailed travel plans itineraries and agendas
• Acting as the point of contact among executives employees and external partners
• Organizing meetings including scheduling sending reminders and organizing any content needed
• Handling correspondence directed to managers
• Managing budgets and travel spend working closely with FP&A

Qualifications :

Must haves

• 3 years or more experience in executive support or administrative support areas
• Experience supporting C-level executives within a fast-paced global organization is highly desirable.
• Strong project coordination skills
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail and a quick grasp of business issues
• Strong analytical skills
• Highly resourceful team-player with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion be adaptable to various competing demands.
• Excellent written and spoken English
• Excellent Microsoft Office skills including Outlook Excel and Power Point
• Advanced proficiency with Google Workspace including Gmail Google Calendar Google Docs Google Sheets Google Slides Google Drive and Google Chat.
• Experience using collaboration and virtual meeting platforms such as Google Meet Microsoft Teams.
• Excellent time management skills
• Ability to work over various time zones

Personal Attributes

Success in this role requires someone who is:

• Trustworthy with unquestionable integrity.
• Professional discreet and able to handle highly confidential information.
• Calm under pressure with an excellent temperament.
• Proactive and resourceful.
• Adaptable to changing priorities and business needs.
• Dependable responsive and committed to delivering excellence.
• Detail-oriented with a passion for organization and continuous improvement.

Success in Your First 90 Days

• Calendars travel workflows and expense processes are fully mapped and running smoothly for all executives you support.
• You are the trusted go-to point of contact for at least one recurring leadership forum such as a business review or leadership team meeting.
• You have built working relationships with counterpart EAs and key stakeholders across the business.
• You have identified and implemented at least one process or AI-enabled improvement that saves your leaders time.

Who You Are

• You embody QADs core values: drive for results commitment to the team extreme ownership a willingness to challenge the status quo and integrity and respect for all.
• Proactive and low ego: you anticipate what is needed before being asked and you take real pride in the details.
• Calm under pressure adaptable when plans shift and effective at managing ambiguity across a global organization.
• A natural collaborator…