Executive Assistant

About this role

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 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.