Executive Assistant (m/f/d)

NVision Imaging Technologies; United States; Remote; USD 65,000 - 95,000; Full time

Benefits offered by this job

Stock options

Fully remote

30 days PTO

Health Insurance

Vision and Dental

401K with 5% match

Indefinite contract

Flexible working hours

Job summary

NVision Imaging Technologies is seeking an experienced Executive Assistant to provide high-level administrative and operational support for our leadership team and US entity. You will manage calendars, arrange travel, screen inquiries, handle expenses, and coordinate meetings and events.

The role requires a Bachelor's degree, 5+ years of EA experience, and strong written and verbal English. Proficiency with Google Workspace and MS Office is essential; remote work is available for Eastern/Central

Qualifications

• Minimum of 5 years of professional experience as an Executive Assistant, preferably to senior management.
• Bachelor's degree in business administration, communications or a related field preferred.
• Proficient with Google Workspace, Microsoft Office and calendar-management tools.
• Excellent written and verbal English communication; additional languages a plus.
• Based in the Eastern or Central Time Zone.

Responsibilities

• Own and proactively manage complex executive calendars across multiple time zones.
• Plan and organize domestic travel arrangements and itineraries.
• Screen and manage inquiries, emails, and correspondence for leadership.
• Handle expense reports and reimbursements per policy.
• Organize meetings, visits, workshops, conferences and events.
• Coordinate with vendors and partners to support operations.
• Assist in special projects and initiatives for the Business Services team.
• Provide general administrative support as needed.

Skills

Calendar management

Travel planning

Email management

Administrative support

Vendor management

Project coordination

Communication skills

Time management

Independent work

Problem solving

Education

Bachelor's degree in Business Administration / Communications

Tools

Google Workspace

Microsoft Office

Calendar tools

Job description

We are seeking an experienced, organized, and proactive Executive Assistant to provide high-level administrative and operational support for our leadership team and growing US entity.

In this role, you will be an integral part of our Business Services team, contributing to the overall success of the organization by ensuring seamless daily operations and providing dedicated support to senior leadership.

You will:

• Own and proactively manage complex executive calendars across multiple time zones, prioritizing meetings, resolving scheduling conflicts, and preparing supporting materials.

• Plan and organize domestic and international travel arrangements (flights, accommodation, ground transportation, and itineraries), ensuring travel plans are efficient, cost-conscious, and adaptable to last-minute changes.

• Provide high-level administrative support to leadership by screening, prioritizing, and managing incoming inquiries, emails, and correspondence.

• Handle expense reports and reimbursements accurately, ensuring timely submission and compliance with company policies.

• Organize and coordinate team meetings, external visits, workshops, demos, conferences, and special events.

• Build and maintain strong relationships with external vendors, service providers, and partners to support operational needs.

• Assist in the coordination and execution of special projects and initiatives.

• Provide general administrative support to the Business Services team as needed.

• Education in a relevant field. Bachelor's degree in business administration, communications, or a related field preferred.

• Minimum of 5 years of professional experience as an Executive Assistant, preferably to senior management.

• Proficiency in using office software, including Google Workspace, Microsoft Office Suite and calendar management tools.

• Excellent written and verbal communication in English. Other languages like German are a plus.

• Great attention to detail and accuracy, as well as special attention to meeting deadlines.

• Trustworthy and reliable in handling sensitive, confidential information.

• Strong organizational and time-management skills with the ability to prioritize effectively.

• Ability to work independently, anticipate needs, and solve problems proactively

• Adaptable to changing priorities and managing multiple tasks efficiently.

• Must be based in the Eastern or Central Time Zone.

• Attractive compensation package, including a competitive base salary and stock options

• Key role in a highly advanced and fast-growing startup company

• Impactful product promoting better understanding and treatment of cancer

• International team, from over 30 different nationalities

• Positive work environment with open communication and a collaborative mindset

• Indefinite employment contract

• Flexible working hours

• Fully remote with flexible working hours within set guidelines

• 30 days PTO

• Health Insurance Plan, Vision and Dental

• 401K with a 5% employer match

Jessica Addo

Talent Acquisition Manager

Email:[e-mail]

Web:www.nvision-quantum.com

Equal Opportunity Employer Statement

We are an Equal Opportunity Employer and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected status.