Executive Assistant

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.

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.