Executive Assistant (m/f/d)

NVision Quantum Technologies; United States; Remote; USD 70,000 - 100,000; Full time

Benefits offered by this job

Stock options

Flexible hours

Fully remote

PTO 30 days

Health insurance

Vision and dental

401K with match

Job summary

NVision Quantum Technologies is seeking an experienced Executive Assistant for our USA East Coast (remote) team. This mid-level role supports senior leadership, manages complex calendars across time zones, and coordinates travel and events.

You will screen inquiries, handle expenses, and maintain strong vendor relationships while ensuring confidential handling of information. The role offers flexible hours, an indefinite contract, and a competitive compensation package with stock options.

Qualifications

• Bachelor’s degree in a relevant field (preferred).
• Minimum 5 years of experience as an Executive Assistant to senior management.
• Proficiency with Google Workspace, Microsoft Office, and calendar management tools.
• Excellent written and verbal English communication; German a plus.
• Strong attention to detail and ability to meet deadlines.
• Trustworthy with confidential information.
• Outstanding organizational and time-management skills.
• Ability to work independently and anticipate needs.
• Adaptable to changing priorities and multiple tasks.

Responsibilities

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

Skills

Calendar management

Travel planning

Email & correspondence

Vendor management

English communication

Education

Bachelor’s degree in business administration or communications

Tools

Google Workspace

Microsoft Office Suite

Calendar management tools

Job description

Executive Assistant (m/f/d) at NVision Quantum Technologies, USA East Coast (remote). A mid-level full time position in the Corporate Operations & Business Services team, listed under business operations.

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.

Why us?

• 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

Responsibilities

• 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.

Requirements

• 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.