Executive Assistant (m/f/d)

NVision Quantum Technologies • New York, NY

19h • Remote

About The Position

NVision is seeking an experienced, organized, and proactive Executive Assistant to provide high-level administrative and operational support to its leadership team and growing US entity. The role is part of the Business Services team and contributes to seamless daily operations through dedicated support for senior leadership.

The Executive Assistant manages complex executive calendars across time zones, coordinates domestic and international travel, handles correspondence and expense reports, and organizes meetings, visits, workshops, demonstrations, conferences, and events. The role also involves maintaining relationships with vendors and partners, supporting special projects, and providing general administrative support to Business Services.

Requirements

• Education in a relevant field.
• At least 5 years of professional experience as an Executive Assistant, preferably supporting senior management.
• Proficiency with Google Workspace, Microsoft Office Suite, and calendar management tools.
• Excellent written and verbal communication skills in English.
• Strong attention to detail and accuracy, with a focus on meeting deadlines.
• Trustworthiness and reliability when handling sensitive and confidential information.
• Strong organizational and time-management skills, with the ability to prioritize effectively.
• Ability to work independently, anticipate needs, and solve problems proactively.
• Adaptability to changing priorities and the ability to manage multiple tasks efficiently.
• Must be based in the Eastern or Central Time Zone.

Nice To Haves

• Bachelor's degree in business administration, communications, or a related field.
• Knowledge of German or other languages.

Responsibilities

• Proactively manage complex executive calendars across multiple time zones, prioritize meetings, resolve scheduling conflicts, and prepare supporting materials.
• Plan domestic and international travel, including flights, accommodation, ground transportation, and itineraries; ensure plans are efficient, cost-conscious, and adaptable to last-minute changes.
• Screen, prioritize, and manage incoming inquiries, emails, and correspondence for leadership.
• Prepare expense reports and reimbursements accurately, on time, and in compliance with company policies.
• Organize and coordinate team meetings, external visits, workshops, demos, conferences, and special events.
• Build and maintain relationships with external vendors, service providers, and partners.
• Assist with the coordination and execution of special projects and initiatives.
• Provide general administrative support to the Business Services team as needed.

Benefits

• Attractive compensation package, including a competitive base salary and stock options.
• Indefinite employment contract.
• Flexible working hours within set guidelines.
• Fully remote work.
• 30 days of paid time off.
• Health insurance plan.
• Vision insurance.
• Dental insurance.
• 401(k) with a 5% employer match.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior