[Hiring] Executive Administrative Assistant @QC Servion, LLC

Role Description

The Executive Administrative Assistant is a trusted, high-touch partner to select members of leadership across our Ecosystem of companies, ensuring seamless execution of strategic initiatives in a fully remote, fast-moving environment. Drawing on deep organizational savvy, advanced technical acumen and a polished, service-oriented mindset, this professional shields senior leaders from operational friction so they can stay focused on high-value priorities.

The Executive Administrative Assistant will be self-directed on day-to-day work and receive high level instruction on new projects, tasks or assignments and will execute projects, tasks or assignments of complex scope. The Executive Administrative Assistant will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Essential Functions

• Executive Support & Communications Stewardship (50%)
  • Manage complex, multi‑time‑zone calendars for leadership - anticipating conflicts and proactively negotiating solutions.
  • Tri­age high-volume email and draft, proofread and format executive correspondence, slide decks and proposals.
  • Serve as day-to-day point of contact for internal and external stakeholders, ensuring leaders stay focused on high-value priorities.
• Global Travel, Event & External Engagement Management (30%)
  • Coordinate domestic and international travel, including visas, risk-mitigation protocols and on-site logistics.
  • Plan and execute hybrid / virtual leadership off-sites, annual strategy sessions and executive briefings end-to-end.
  • Handle industry-event registrations and related logistics; reconcile expense reports to maintain budget compliance.
• Leadership Reporting & Cross Functional Coordination (10%)
  • Assemble and circulate weekly leadership status reports, synthesizing inputs from multiple departments into concise executive summaries.
  • Track action items and follow-ups, ensuring timely completion and transparent communication across functional teams.
  • Provide project-management support for strategic initiatives as needed.
• Informational Governance & Process Optimization (10%)
  • Maintain confidential files and records, ensuring adherence to policies and security protocol.
  • Identify and implement process improvements that streamline administrative workflows and enhance virtual collaboration—including automation and AI tools.

Qualifications

• Knowledge of administrative and clerical procedures and systems such as word processing (advanced Word), managing files and records, designing forms and other office procedures and terminology.
• Knowledge of booking and arranging travel and events.
• Demonstrate continued and progressive knowledge of administrative tasks required for an engineering firm.
• Skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams).
• Skill using artificial intelligence, machine learning and generative artificial intelligence.
• Skill in completing assignments accurately and with attention to detail.
• Ability to conduct a high degree of independent research, with a strong emphasis on leveraging AI tools.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work iteratively, clarifying scope, giving interim updates, proactive follow-up and confirming completion.
• Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, proactiveness and resourcefulness in a distraction-free workspace.
• Ability to maintain neat, orderly, complete documents and project files.
• Ability to analyze and prepare documents, reports and correspondence.
• Ability to communicate effectively in both oral and written form (technical and non-technical information).
• Ability to work independently and collaboratively with remote team members.
• Ability to effectively plan and delegate the work of others.
• Ability to work under pressure and meet close deadlines.
• Organizational skills, with the ability to manage multiple tasks simultaneously, and adapt as necessary to changing demands.

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.

• 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, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.

Education / Experience

• Minimum 10 years in senior-level administrative roles in an engineering or consulting services environment, with at least 5 years directly supporting upper management/leadership.

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.