Executive Assistant

QAD

4d • Remote

About The Position

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. This role involves providing comprehensive executive support to the COO and other executives, including managing complex calendars, coordinating meetings, preparing documents, organizing travel, and handling correspondence. The position also includes administrative responsibilities such as managing budgets and travel spend, and acting as a point of contact among executives, employees, and external partners. The ideal candidate will be proactive, resourceful, detail-oriented, and able to handle confidential information with discretion in a fast-paced, global environment.

Requirements

• 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
• 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.
• 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.

Nice To Haves

• Experience supporting C-level executives within a fast-paced, global organization

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.
• Completing a broad variety of administrative tasks for the COO & other executives
• 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

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed