Executive Assistant

Job description

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. Excellent written and spoken English Excellent Microsoft Office skills, including Outlook, Excel and PowerPoint 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 Day s 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 QAD's 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 who builds trust quickly with executives, peers, and stakeholders at every level. Genuinely invested in the success of the leaders and teams you support, and energized by being at the center of the action. Why Join Us? This is an opportunity to become a trusted partner to senior leadership within a global SaaS organization. You will play a critical role in enabling executive effectiveness while working with colleagues around the world in a collaborative, fast-paced and innovative environment. If you are an experienced Executive Assistant who enjoys solving problems, building trusted relationships and making a meaningful impact behind the scenes, we'd love to hear from you. Your health and well being are important to us at QAD. We provide programs that help you strike a healthy work-life balance. Opportunity to join a growing business, launching into its next phase of expansion and transformation. Collaborative culture of smart and hard-working people who support one another to get the job done. An atmosphere of growth and opportunity, where idea-sharing is always prioritized over level or hierarchy. Compensation packages based on experience and desired skill set About QAD: QAD | Redzone is redefining manufacturing and supply chains through its intelligent, adaptive platform that connects people, processes, and data into a single System of Action. With three core pillars — Redzone (frontline empowerment), Adaptive Applications (the intelligent backbone), and Champion AI (Agentic AI for manufacturing) — QAD | Redzone helps manufacturers operate with Champion Pace , achieving measurable productivity, resilience, and growth in just 90 days. QAD is committed to ensuring that every employee feels they work in an environment that values their contributions, respects their unique perspectives and provides opportunities for growth regardless of background. QAD’s DEI program is driving higher levels of diversity, equity and inclusion so that employees can bring their whole self to work. We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. #LI-Remote QAD | Redzone is redefining manufacturing and supply chains through its intelligent, adaptive platform that connects people, processes, and data into a single System of Action. With three core pillars — Redzone (frontline empowerment), Adaptive Applications (the intelligent backbone), and Champion AI (Agentic AI for manufacturing) — QAD | Redzone helps manufacturers operate with Champion Pace , achieving measurable productivity, resilience, and growth in just 90 days.