Executive Assistant

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