Executive Assistant
Share
Job Location:
Monthly Salary:
Posted on:
Yesterday
Vacancies:
1 Vacancy
Department:
Job Summary
About Xanadu:
Xanadus mission is to build quantum computers that are useful and available to people everywhere.
At Xanadu we are learners innovators researchers collaborators and problem solvers. We are creating something that has never been built before. What we are doing is extremely hard the classic moon shot. Few people in their life will be able to be a part of something like this where if we are successful the technologies we develop will solve some of the worlds most challenging problems and literally change the world. And that is something to be excited about!
Your role and responsibilities:
As an Executive Assistant you will provide high-level administrative support to multiple leaders within our technical and business teams. You will act as a central hub of coordination ensuring that our leadership can focus on the moon shot while you handle the operational complexities.
- Complex Calendar Management: Proactively manage and coordinate intricate calendars for multiple executives balancing conflicting priorities and optimizing their daily schedules.
- Meeting & Event Coordination: Organize internal and external meetings including room bookings catering and tech setup while ensuring agendas are distributed and action items are tracked.
- Travel & Logistics: End-to-end management of domestic and international travel arrangements including flights accommodations and detailed itineraries.
- Correspondence & Gatekeeping: Serve as a professional point of contact for the team managing incoming inquiries and ensuring timely communication with both internal and external stakeholders.
- Expense & Document Management: Process expense reports manage digital filing systems and assist in the preparation of presentations or reports.
- Process Improvement: Identify opportunities to streamline administrative workflows to better support the growing needs of multiple departments.
Basic qualifications and experience:
- Professional Experience: 5 years of experience in an Executive Assistant or similar administrative role with 2 years of experience working within a publicly traded company with a strong understanding of corporate governance compliance requirements and the pace of a regulated environment.
- Multitasking Ability: Ability to operate in a fast-paced environment and manage multiple competing priorities/deadlines with a high degree of accuracy.
- Technical Proficiency: Strong expertise in Google Workspace (Calendar Docs Sheets) and experience with modern communication tools like Slack and Zoom.
- Organizational Skills: Exceptional attention to detail and a proactive approach to problem-solving.
- Communication: Excellent written and verbal communication skills with the ability to interact professionally with diverse teams and high-level stakeholders.
- Discretion: Demonstrated ability to handle confidential information with the utmost integrity.
Preferred qualifications and experience:
- Experience working in a high-growth tech startup or a research-heavy environment.
- Familiarity with project management software (e.g. Asana Jira or Notion).
- Experience coordinating large-scale team events or offsites.
- A personal interest in quantum computing science or deep tech industries.
Our values are important. They are fundamental and lay the foundation for culture at Xanadu. Learn more about our values here.
We are an equal opportunity employer and encourage candidates of all backgrounds to apply. We are committed to building an inclusive safe and equitable culture and fostering an environment where our employees feel included valued and heard. We are committed to meeting the needs of all individuals and support a barrier-free workplace. Should you require accommodations at any point during the recruitment process please contact Recruiting at .
Please be advised that we may use artificial intelligence (AI) tools to assist in the screening and assessment of applicants for this position. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed please contact us.
Required Experience:
Senior IC
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
About Company
Xanadu is a Canadian quantum computing company with the mission to build quantum computers that are useful and available to people everywhere.
