Executive Administrative Assistant - Remote

About the Company

QC Servion serves as the centralized hub for a diverse ecosystem of companies operating within the data center industry. Our organization provides comprehensive support across various functions including human resources, change management, program management, sales and marketing, safety, administration, legal, and accounting services. The entities within our ecosystem include DLB Associates, Galtra Solutions, AI2IO, Fluid2Chip, CEQEL Critical Commissioning, and 2AI-DC Integrators. Together, we deliver innovative solutions and operational excellence to our clients, enabling them to focus on growth, innovation, and delivering value in a competitive marketplace. Our mission is to empower our companies and employees to thrive in safe, engaging, and well-managed environments, fostering a culture of continuous improvement and shared success.

About the Role

The Executive Administrative Assistant is a vital support role within QC Servion, primarily serving as a trusted partner to senior leadership across our ecosystem of companies. This fully remote position requires a highly organized, proactive professional capable of managing complex schedules, coordinating global travel, and facilitating high-level communications. The successful candidate will act as a key point of contact for internal and external stakeholders, ensuring executives can focus on strategic priorities without operational distractions. The role involves handling confidential information, coordinating cross-functional projects, and optimizing administrative workflows through process improvements and technological tools, including AI and automation. The Executive Administrative Assistant will work independently with minimal supervision, executing complex tasks and projects with precision while maintaining alignment with organizational values and goals.

Responsibilities

• Manage and maintain complex, multi-time-zone calendars for senior leadership, proactively resolving conflicts and scheduling meetings
• Triage high-volume email communications, drafting, proofreading, and formatting executive correspondence, presentations, and proposals
• Serve as the primary point of contact for internal teams and external stakeholders, ensuring seamless communication and follow-up
• Coordinate domestic and international travel arrangements, including visas, risk assessments, and logistical planning
• Plan and execute hybrid and virtual leadership off-sites, strategic sessions, and executive briefings from start to finish
• Handle industry event registrations, manage related logistics, and reconcile expense reports to ensure budget adherence
• Prepare and distribute weekly leadership status reports, synthesizing information from multiple departments into concise summaries
• Track action items, follow-ups, and project deadlines, ensuring timely completion and transparent communication
• Support strategic initiatives through project management and cross-functional coordination
• Maintain confidential files and records, ensuring compliance with organizational policies and security protocols
• Identify opportunities for process improvements, including automation and AI integration, to streamline workflows
• Perform additional duties as assigned, supporting the overall efficiency and effectiveness of leadership operations

Qualifications

• Minimum of 10 years of experience in senior-level administrative roles within engineering or consulting services environments
• At least 5 years of experience supporting upper management or executive leadership
• Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams)
• Advanced knowledge of administrative procedures, record management, and office systems
• Experience in managing complex, multi-time-zone calendars and international travel logistics
• Strong research skills, with the ability to leverage AI tools for task automation and data analysis
• Excellent written and verbal communication skills, capable of preparing reports, correspondence, and presentations
• Ability to handle sensitive and confidential information with discretion
• Strong organizational skills with the ability to prioritize and manage multiple tasks simultaneously
• Experience in process improvement and implementing workflow automation
• Ability to work independently, proactively, and effectively in a remote environment
• Demonstrated ability to work under pressure and meet tight deadlines
• Physical ability to remain stationary for extended periods and lift up to 20 pounds as needed

Benefits

• Choice of comprehensive medical plans, including PPO-style options and high-deductible health plans with HSA options
• Flexible spending accounts (FSA)
• Dental and vision insurance coverage
• Medical, dental, and vision benefits extended to spouses, domestic partners, and dependents up to age 26
• 401(k) retirement plan with company match and self-directed brokerage account options
• PTO and additional paid time off during the holiday season
• Company-paid life insurance coverage for employees and eligible dependents
• Short-term and long-term disability insurance, accidental death & dismemberment (AD&D) coverage
• Opportunities for professional development, tuition reimbursement, and licensing assistance
• Paid parental leave after one year of employment