Executive Assistant managing schedules and logistics for C - suite executives in an AI startup. Coordinating events and supporting leadership teams across global operations from SF headquarters.
About the role
- Executive Assistant supporting CEO and Executive Leadership Team at QS, enhancing effectiveness and driving impact in international higher education services.
Responsibilities
- Optimise CEO effectiveness
- Support the execution of the CEO’s leadership operating rhythm, ensuring key priorities, meetings, and decision forums are well-prepared and effective
- Proactively manage time and attention, helping maximise focus time and reduce friction
- Prepare briefing materials, agendas, and pre-reads as required, and ensure clear follow-up on actions and decisions
- Manage CEO inboxes and executive communications, surfacing priorities and ensuring items are organised, actioned, or delegated
- Assist with internal and external CEO communications, ensuring messages are clear, timely, and aligned with strategic priorities, in collaboration with our Internal Communication and Corporate Communications functions
- Support the CEO’s participation in initiatives that maintain executive visibility and engagement, such as town halls, leadership meetings, and recognition activities
- Contribute to initiatives that build team morale, reinforce company culture
- Prepare high-quality PowerPoint presentations and supporting documentation for internal and external audiences
- Coordinate Executive Leadership Team and Board meetings, including agenda preparation, meeting logistics, minute-taking, action tracking, and follow-up
- Organise internal and external meetings, including venues, catering, technology, and materials
- Support the effectiveness of the Executive Leadership Team by coordinating cross-functional priorities and workflows
- Help enable timely decision-making by ensuring the right information, stakeholders, and forums are in place
- Track actions and commitments across the ELT and support follow-through
- Provide reliable, efficient management of administrative tasks including scheduling, travel coordination and expense management
- Process invoices and corporate credit card expenses accurately and on time
- Manage complex domestic and international travel arrangements, balancing time, cost, and productivity considerations
- Support financial tracking, budgets, and operational reporting where required
- Ensure administrative processes run smoothly, accurately, and confidentially
- Continuously identify opportunities to improve leadership workflows, systems, and processes
- Implement improvements that increase efficiency, clarity, and effectiveness across executive operations
- Handle highly sensitive information with absolute discretion, upholding the highest confidentiality and integrity standards
- Exercise sound judgment in all interactions, communications, and decision-making on behalf of senior leadership
Requirements
- Relevant tertiary degree (minimum requirement)
- Proven experience as an Executive Assistant or in a senior administrative or coordination role
- Exceptional organisational skills with the ability to manage competing priorities
- Strong written and verbal communication skills
- Advanced Microsoft Office skills, particularly PowerPoint; high proficiency across the Microsoft suite
- High level of professionalism, discretion, and emotional intelligence
- Ability to anticipate needs, exercise sound judgment, and operate independently
- Comfortable working in a fast-paced, global environment
Benefits
- Competitive base salary
- Access to an annual bonus scheme (for qualifying roles only)
- 25 days annual leave, plus bank holidays – increasing to 27 days after 5 years’
- Access to a Buy Holiday scheme allowing you to buy up to 5 additional holiday days per year
- Enhanced maternity and paternity leave
- Generous pension through Royal London
- Comprehensive private medical insurance and wellness scheme through Vitality
- Cycle to work scheme
- A vibrant social environment and multicultural and multinational culture
- Free subscription to the Calm App – the #1 app for sleep, meditation, and relaxation
- Access to a variety of diversity and inclusion initiatives and groups
- Strong recognition and reward programs – including a peer-to-peer recognition platform, quarterly and annual QS Applaud Awards, Connect with your Career annual PD event
- Support for volunteering and study leave
- Free subscription to LinkedIn learning – with over 5000 courses and programmes at your fingertips
- Options to join our outstanding global Mentorship programme
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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