Executive Assistant at QADInc in Birmingham, ENGLAND, United Kingdom

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 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

Requirements

• Must haves
• 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

Skills

Required

• Strong project coordination skills
• Strong analytical skills
• Excellent written and spoken English
• Excellent time management skills
• Ability to work over various time zones

Benefits

• Your health and well being are important to us at QAD. We provide 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.
• Compensation packages based on experience and desired skill set