Executive Assistant

Position Title: Executive Assistant
Position Location:
United States, Remote
Salary
QC Servion
recognizes salary ranges from job boards do not necessarily reflect our pay ranges. In many instances we out-compete those ranges for well-qualified candidates.
Why This Role, Why Now
To keep pace with scaling our Ecosystem of companies, we are seeking high-level Executive Assistants to partner directly with C-Suite executives. This is not a general administrative role. It is for seasoned Executive Assistants who have operated at the very top of an organization, who treat calendar, travel, expense and inbox management as a craft and who use AI every day to work faster, sharper and smarter.
If you are the person executives trust to run their day, protect their time and anticipate what they need before they ask, we want to talk with you.
Job Summary
The Executive Assistant is a trusted, high-touch partner to C-Suite executives across our Ecosystem of companies, ensuring seamless execution of strategic initiatives in a fully remote, fast-moving, high-growth environment. Drawing on deep organizational savvy, executive presence, advanced technical and AI acumen and a polished, service-oriented mindset, this professional shields senior leaders from operational friction so they can stay focused on the decisions that move the business.
The Executive Administrative Assistant will be self-directed on day-to-day work, receive high-level direction on new projects and assignments and execute work of complex scope with minimal oversight. This individual will communicate and operate in line with organizational goals and values, exercise sound judgment and absolute discretion, and adapt quickly as priorities, tools and the organization itself evolve.
Essential Functions
Executive Calendar & Inbox Management (40%)
Own complex, multi-time-zone calendars for one or more C-Suite executives; anticipate conflicts, focus time and proactively negotiate solutions with other executive offices
Triage high-volume executive inboxes: prioritize, flag, respond on the executive’s behalf, where authorized, and surface only what requires their attention
Draft, proofread and format executive correspondence, briefing materials, slide decks and proposals to a polished, executive-ready standard
Prepare executives for every meeting with agendas, pre-reads, background and follow-up actions
Serve as the primary point of contact for internal and external stakeholders, including partners and senior leaders
Travel & Expense Management (25%)
Plan and manage domestic and international executive travel end-to-end, including complex multi-leg itineraries, visas, risk-mitigation protocols, ground transportation and on-site logistics
Rebook and resolve travel disruptions in real time, with contingency plans ready before they are needed
Prepare, reconcile and submit expense reports accurately and on time; track receipts, maintain budget and policy compliance, and partner with Finance on corrections and audits
Executive Meeting & Event Support (15%)
Assist in executive and leadership and committee meetings, including scheduling, materials assembly, distribution and secure document handling
Assist in coordinating hybrid and virtual leadership off-sites, annual strategy sessions and executive briefings end-to-end
Capture and track decisions and action items; ensure timely follow-through
Leadership Reporting & Cross-Functional Coordination (10%)
Assemble and circulate leadership status reports, synthesizing inputs from multiple companies and departments into concise executive summaries
Track action items and follow-ups across functional teams, ensuring timely completion and transparent communication
Provide project-management / coordination support for strategic initiatives as needed
AI Enablement, Information Governance & Process Optimization (10%)
Use AI tools (Microsoft Copilot, Claude) daily to draft, summarize, research, prepare briefings and automate repetitive work
Identify and implement process improvements, automations and AI-enabled workflows that scale executive support as the Ecosystem grows
Maintain confidential files and records, ensuring adherence to policies and security protocols, including safe and appropriate use of AI with sensitive information
Completion of Assigned Tasks and Deliverables on Time and on Budget
Performs Other Related Duties as Assigned
Required Core Skills: Impeccable Execution Expected
Candidates must demonstrate mastery in each of the following. These are assessed directly during the interview process.
Calendaring:
Proven ownership of complex, multi-executive, multi-time-zone calendars at the C-Suite level, with zero tolerance for errors
Travel:
Complex domestic and international travel planning and real-time issue resolution for senior executives
Expense Management:
Accurate, timely expense reporting and reconciliation using enterprise systems
Email Triage:
Proven ability to manage high-volume executive inboxes, prioritize with sound judgment and communicate on the executive’s behalf
AI Use & Adaptability:
Strong, hands-on daily use of AI tools for drafting, summarizing, research and automation, plus the adaptability to learn new tools and workflows quickly as the organization scales
Position Requirements
Advanced level for all the following unless otherwise noted:
Executive presence and the ability to interact confidently and credibly with C-Suite executives and external partners
Absolute discretion with highly confidential information, including transactions, personnel and financial data
Advanced skill in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams, SharePoint)
Advanced skill in using artificial intelligence and generative AI tools, with a strong emphasis on AI-assisted research, drafting and workflow automation
Knowledge of administrative procedures and systems, including managing files and records, designing forms and document control
Exceptional attention to detail and accuracy in all deliverables
Excellent written and verbal communication skills, technical and non-technical
Ability to anticipate needs, think several steps ahead and act without being asked
Ability to work iteratively: clarifying scope, giving interim updates, following up proactively and confirming completion
Ability to thrive in a high-growth, rapidly changing environment, adapting quickly to new priorities, people, companies and tools
Ability to work under pressure and meet close deadlines while managing multiple priorities simultaneously
Ability to work independently and collaboratively with remote team members
Ability to work successfully in a remote environment through strong communication, self-motivation, proactiveness and resourcefulness in a distraction-free workspace
Qualifications
Experience supporting a CEO, C-Suite or Board of Directors
Experience supporting multiple executives or companies simultaneously within a portfolio, holding company or high growth organization
Demonstrated examples of AI-enabled process improvements you have personally implemented
Physical Demands
The 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 duties of this job, the employee is:
Frequently required to remain in a stationary position
Frequently moving through home office
May be required to lift up to 20 pounds
Travel Requirements
Up to 5%; this may include travel to any or all 50 US states
Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meetings for business development purposes, running errands on behalf of the business, attending industry conferences, etc.
Education / Experience
Minimum 10 years in senior-level administrative or executive assistant roles, with at least 5 years directly supporting C-Suite executives (CEO, President, CFO, COO or equivalent) and/or a Board of Directors
Demonstrated track record in a fast-paced, high-growth or multi-entity environment
Bachelor's degree or equivalent professional experience
Benefits
Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option).
Flex spending accounts (FSA).
Dental and vision plans.
Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26.
401k with company match and self-directed brokerage account option.
PTO including additional paid time off during the last week of the year.
Company paid life insurance coverage for employees and their eligible dependents.
Short and long-term disability, AD&D coverage.
Professional development opportunities, tuition reimbursement, and professional licensing assistance.
Paid parental leave after one year of employment.

CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is QC Servion's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.

EEO

QC Servion provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, or gender expression. We are committed to a diverse and inclusive workforce and welcome people from all backgrounds, experiences, perspectives, and abilities.

Notice To Third Party Agencies

QC Servion does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to QC Servion in the absence of a signed Service Agreement where QC Servion has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of QC Servion and QC Servion will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.

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.