QC Servion is the centralized hub for human resources, change management, program management, sales & marketing, safety, administration, legal, and accounting services across the QC Ecosystem.We provide comprehensive operational support that empowers our companies to focus on growth, innovation, and excellence, while ensuring employees thrive in safe, engaging, and well-managed environments.The entities in our ecosystem include DLB Associates, Galtra Solutions, AI2IO, Fluid2Chip, CEQEL Critical Commissioning, and 2AI-DC Integrators. Collectively, we deliver services across the data center industry.Join us and be part of a team where your voice matters, your work makes an impact, and your growth is a shared priority.Job SummaryThe Executive Administrative Assistant is a trusted, high-touch partner to select members of leadership across our Ecosystem of companies, ensuring seamless execution of strategic initiatives in a fully remote, fast-moving environment. Drawing on deep organizational savvy, advanced technical acumen and a polished, service-oriented mindset, this professional shields senior leaders from operational friction so they can stay focused on high-value prioritiesThe Executive Administrative Assistant will be self-directed on day-to-day work and receive high level instruction on new projects, tasks or assignments and will execute projects, tasks or assignments of complex scope.The Executive Administrative Assistant will communicate and operate in line with organizational goals and values, as well as departmental objectives.Essential FunctionsExecutive Support & Communications Stewardship (50%)Manage complex, multi‑time‑zone calendars for leadership - anticipating conflicts and proactively negotiating solutionsTriage high-volume email and draft, proofread and format executive correspondence, slide decks and proposalsServe as day-to-day point of contact for internal and external stakeholders, ensuring leaders stay focused on high-value prioritiesGlobal Travel, Event & External Engagement Management (30%)Coordinate domestic and international travel, including visas, risk-mitigation protocols and on-site logisticsPlan and execute hybrid / virtual leadership off-sites, annual strategy sessions and executive briefings end-to-endHandle industry-event registrations and related logistics; reconcile expense reports to maintain budget complianceLeadership Reporting & Cross Functional Coordination (10%)Assemble and circulate weekly leadership status reports, synthesizing inputs from multiple departments into concise executive summariesTrack action items and follow-ups, ensuring timely completion and transparent communication across functional teamsProvide project-management support for strategic initiatives as neededInformational Governance & Process Optimization (10%)Maintain confidential files and records, ensuring adherence to policies and security protocolIdentify and implement process improvements that streamline administrative workflows and enhance virtual collaboration—including automation and AI toolsCompletion of Assigned Tasks and Deliverables on Time and on BudgetPerforms Other Related Duties as AssignedPosition Requirements (Advanced level for all the following unless otherwise noted)Knowledge of administrative and clerical procedures and systems such as word processing (advanced Word), managing files and records, designing forms and other office procedures and terminologyKnowledge of booking and arranging travel and eventsDemonstrate continued and progressive knowledge of administrative tasks required for an engineering firmSkill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams)Skill using artificial intelligence, machine learning and generative artificial intelligenceSkill in completing assignments accurately and with attention to detailAbility to conduct a high degree of independent research, with a strong emphasis on leveraging AI toolsAbility to maintain confidentiality and handle sensitive information Ability to work iteratively, clarifying scope, giving interim updates, proactive follow-up and confirming completionAbility to work successfully in a remote environment through effective communication and organizational skills, self-motivation, proactiveness and resourcefulness in a distraction-free workspaceAbility to maintain neat, orderly, complete documents and project filesAbility to analyze and prepare documents, reports and correspondenceAbility to communicate effectively in both oral and written form (technical and non-technical information) Ability to work independently and collaboratively with remote team membersAbility to effectively plan and delegate the work of othersAbility to work under pressure and meet close deadlines Organizational skills, with the ability to manage multiple tasks simultaneously, and adapt as necessary to changing demandsPhysical DemandsThe following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the
8 days ago