Administrative Assistant, Marketing [614]

D-Wave Quantum; United States; Remote; USD 65,000 - 85,000; Full time

Job summary

D-Wave is seeking an Administrative Assistant, Marketing to join our Executive Administration Team. Reporting to the Chief of Staff and working with the SVP of Marketing, you will coordinate schedules, travel, meetings and events while supporting corporate processes across the Marketing & Communications group.

The ideal candidate has 3+ years in admin/marketing coordination, a Bachelor's or equivalent, and strong MS Office/SharePoint skills.

Qualifications

• 3+ years’ of administrative, marketing, communications, project coordination or related professional experience; internships may be considered.
• Bachelor's degree or equivalent combination of education and experience.
• Excellent organizational and time management skills with ability to manage multiple priorities and deadlines.
• Clear and concise written and verbal communication with professionalism and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint), project management tools, and communication platforms.
• Sound judgment and discretion when handling confidential information.
• Proactive, solutions-oriented with ability to anticipate needs, take initiative and problem-solve.
• Strong interpersonal skills with the ability to build relationships across executives, colleagues, vendors and stakeholders.
• Ability to work effectively across functions, levels and time zones.
• Interest in marketing, communications, and technology, with eagerness to learn and grow in the role.

Responsibilities

• Provide day-to-day administrative and coordination support to the SVP of Marketing and the Marketing & Communications team.
• Manage calendars, scheduling, correspondence, presentations, reports, expenses and other administrative needs.
• Coordinate internal and external meetings, including scheduling, agendas, materials, action items and follow-up.
• Manage executive travel arrangements, itineraries and related logistics.
• Reconcile corporate credit card expenses and maintain complete and timely documentation.
• Coordinate vendors supporting Marketing & Communications activities, including research, quotes, scheduling and day-to-day communication.
• Support event logistics including production of printed event collateral, including vendor coordination, proofs, approvals and delivery timelines.
• Support the preparation, routing and tracking of NDAs, contracts and other documents through internal review and approval processes.
• Maintain organized team files, SharePoint sites, templates and other shared resources.
• Help improve administrative processes, tools and ways of working.
• Provide research, coordination and administrative support for Marketing & Communications projects and initiatives.
• Take on special projects and other responsibilities that help the team operate effectively.

Job description

About the role

D-Wave is seeking a highly organized, proactive and detail-oriented Administrative Assistant, Marketing to join our Executive Administration Team. Reporting to the Chief of Staff and working closely with the SVP of Marketing, this role will provide coordination and administrative support to the SVP and the broader Marketing and Communications team.

This role will help keep the team running smoothly by coordinating schedules, meetings, travel, supporting marketing activities and events, managing administrative processes, organizing information and assisting with special projects. This role offers broad exposure to marketing and communications including team operations, and the inner workings of a fast-paced technology company.

This is an excellent opportunity for someone early in their career who is interested in marketing and communications and wants broad exposure to the inner workings of a fast-paced technology company. The ideal candidate is resourceful, highly organized, comfortable juggling multiple priorities and eager to learn. Above all, you have a passion for providing a helping hand to anyone on your executive’s team, and you take pride in having a can-do attitude. You have the ability to think ahead, and if you love problem solving and playing a key role in an exciting, growing tech company, this is the role for you.

What you'll do

Executive & Team Support

• Provide day-to-day administrative and coordination support to the SVP of Marketing and broader Marketing & Communications team.

• Manage calendars, scheduling, correspondence, presentations, reports, expenses and other administrative needs.

• Anticipate needs, coordinate priorities and help ensure the team operates efficiently.

Meeting & Travel Coordination

• Coordinate internal and external meetings, including scheduling, agendas, materials, action items and follow-up.

• Manage executive travel arrangements, itineraries and related logistics.

• Reconcile corporate credit card expenses and maintain complete and timely documentation.

Event & Vendor Coordination

• Coordinate vendors supporting Marketing & Communications activities, including research, quotes, scheduling and day-to-day communication.

• Support event logistics including production of printed event collateral, including vendor coordination, proofs, approvals and delivery timelines.

Administrative Processes & Information Management

• Support the preparation, routing and tracking of NDAs, contracts and other documents through internal review and approval processes.

• Maintain organized team files, SharePoint sites, templates and other shared resources.

• Help improve administrative processes, tools and ways of working.

Special Projects

• Provide research, coordination and administrative support for Marketing & Communications projects and initiatives.

• Take on special projects and other responsibilities that help the team operate effectively.

About You

• 3+ years’ of administrative, marketing, communications, project coordination or related professional experience; relevant internships may be considered.

• Bachelor's degree or equivalent combination of education and experience.

• Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines.

• Clear and concise written and verbal communication skills, with a high degree of professionalism and attention to detail.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint), project management tools, and communication platforms.

• Sound judgment and discretion when handling confidential or sensitive information.

• A proactive, solutions-oriented approach with the ability to anticipate needs, take initiative, and problem-solve independently.

• Strong interpersonal skills and the ability to build effective relationships with executives, colleagues, vendors and other stakeholders.

• Ability to work effectively across functions, levels and time zones.

• Interest in marketing, communications, and technology, with enthusiasm for learning and growing in the role.

A D-Waver's DNA

• We look at the future and say “why not”; we see possibilities where others see problems or routines. We show the way ahead and are committed to achieving ambitious goals.
• We practice straight talk and listen generously to each other with empathy. We value different opinions and points of views. We ensure that we connect outside as well as inside to learn from others and inspire each other.
• We hold ourselves accountable for delivering results. We make decisions & take responsibility so that we can act & support each other.
• As leaders we motivate & engage our teams to undertake beyond what they originally thought possible, by developing our teams & creating the conditions for people to grow and empower themselves through enabling & coaching.

Our Compensation Philosophy is Simple but Powerful:

We believe providing D-Wavers with company ownership, competitive pay, and a range of meaningful benefits is the start of creating a culture where people want to give the best they’ve got — not because they’re simply making money, but because they’ve fallen in love with our vision, mission, values, and team.

During the interview process, your Recruiter will review our total rewards (base, equity, bonus, perks, benefit, culture) offerings. The final offer is determined by your proficiencies within this level.

Inclusion:

We celebrate diverse perspectives to drive innovation in our pursuit. Our employees range from distinguished domain experts with decades of experience in their respective fields, to bright and motivated graduates eager to make their mark. Our diverse and innovative team will make you feel appreciated, supported and empower your career growth at D-Wave.

The Fine Print:

No 3rd party candidates will be accepted

It is D-Wave policy to provide equal employment opportunity (EEO) to all persons regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity, genetic information, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state/provincial, local law.