Executive Assistant

Job Description

The Opportunity

QAD is looking for a highly proactive Executive Assistant, based in Canada, to support a small senior leadership team of two to three executives as a strategic force multiplier. This is a high impact, high visibility role at a fast growing SaaS and AI company: you will operate well beyond traditional administrative support, directly shaping the operational rhythm of the organization. Sitting at the center of our global operations, you will ensure your leaders stay a step ahead, arrive fully prepared, and are positioned to win.

What You Will Do

• Manage complex, multi-time-zone calendars for a small senior leadership team based across regions including the United States, Europe and India, anticipating needs and protecting executive time with sound, independent judgment.
• Own international and domestic travel end to end, including itineraries, logistics, visas, and expense management, with no detail left to chance.
• Serve as a trusted, polished point of contact for internal and external stakeholders on behalf of your executives, often as the first impression of the leadership team.
• Drive preparation of materials for town halls, board meetings, business reviews, and leadership offsites, translating executive intent into clear, decision-ready content.
• Act as a connective thread across the business and regions, tracking follow-through on key priorities and actions so nothing falls through the cracks.
• Partner closely with counterpart EAs across the global team to align on cross-functional initiatives, executive communications, and shared operating rhythms.
• Leverage AI and productivity tools, including Claude and Gemini, to work smarter and help your executives do the same, continuously raising the bar on efficiency.

Qualifications

Must haves

• 5+ years supporting C-suite or senior executives in a global, fast-paced environment.
• A track record of supporting business operations, not just schedules: you understand the cadence of a growing company and know how to keep things moving.
• Fluency across the modern executive toolkit, including Google Suite (Docs, Slides, Sheets, Calendar, Meet, Gemini), Microsoft Teams, Excel, PowerPoint, and travel and expense platforms.
• Excellent written and verbal communication skills, with the judgment and discretion to represent senior leaders with full professionalism.
• Strong organizational skills and the ability to manage competing priorities across time zones without missing a beat.
• Comfort operating autonomously and effectively in a fully virtual, globally distributed environment.

Nice to haves

• SaaS or technology company experience.
• Hands-on experience with AI productivity tools such as Claude and Gemini, or a genuine appetite to adopt them quickly.

Success in Your First 90 Days

• Calendars, travel workflows, and expense processes are fully mapped and running smoothly for all executives you support.
• You are the trusted, go-to point of contact for at least one recurring leadership forum, such as a business review or leadership team meeting.
• You have built working relationships with counterpart EAs and key stakeholders across the business.
• You have identified and implemented at least one process or AI-enabled improvement that saves your leaders time.

Who You Are

• You embody QAD's core values: drive for results, commitment to the team, extreme ownership, a willingness to challenge the status quo, and integrity and respect for all.
• Proactive and low ego: you anticipate what is needed before being asked, and you take real pride in the details.
• Calm under pressure, adaptable when plans shift, and effective at managing ambiguity across a global organization.
• A natural collaborator who builds trust quickly with executives, peers, and stakeholders at every level.
• Genuinely invested in the success of the leaders and teams you support, and energized by being at the center of the action.

Additional Information

• Your health and well being are important to us at QAD. We provide programs that help you strike a healthy work-life balance.
• Opportunity to join a growing business, launching into its next phase of expansion and transformation.
• Collaborative culture of smart and hard-working people who support one another to get the job done.
• An atmosphere of growth and opportunity, where idea-sharing is always prioritized over level or hierarchy.