Executive Assistant

Job Description

About Us:

QuantumGate is dedicated to developing and commercializing cutting-edge post-quantum cryptographic solutions. Our mission is to safeguard enterprise digital environments through innovative protocols and applications that address the evolving challenges of the post-quantum era.

About the role:

You will support 2–3 senior executives and act as a key enabler of their day-to-day effectiveness.

Key Responsibilities:

• Manage complex calendars, scheduling, and meeting coordination across time zones.
• Prepare executives for meetings by organizing agendas, briefing materials, and follow up actions.
• Coordinate travel logistics, itineraries, and expense reporting.
• Act as a primary point of contact between executives, internal teams, and external partners.
• Draft, review, and manage professional correspondence on behalf of leadership.
• Facilitate timely communication and ensure alignment across departments.
• Manage contractors and vendors agreements where necessary
• Track key initiatives, deadlines, and deliverables; follow up with stakeholders as needed.
• Support special projects and research assignments, providing data, insights, and summaries.
• Help design and streamline internal processes to improve organizational efficiency.
• Plan and coordinate internal and external meetings, offsites, board sessions, and events.
• Take clear meeting notes, summarize key decisions, and monitor action items.
• Assist with office management tasks, vendor coordination, and resource planning.
• Support recruiting efforts by coordinating interviews and onboarding documentation

Minimum Requirements:

• 3+ years of experience as an Executive Assistant or similar administrative role supporting senior leadership.
• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• High emotional intelligence and the ability to work cross-functionally.
• Proficiency with productivity tools
• Ability to thrive in a fast-paced, dynamic environment with shifting priorities

Nice to have skills:

• Experience in high-growth or technology environments
• Proven ability to manage projects independently and exercise sound judgment

Join us to drive innovation and shape the future of technology!