Executive Assistant

Executive Assistant

At Qualtrics, we create software the world's best brands use to deliver exceptional frontline experiences, build high-performing teams, and design products people love. But we are more than a platformwe are the creators and stewards of the Experience Management category serving over 18K clients globally. Building a category takes grit, determination, and a disdain for conventionbut most of all it requires close-knit, high-functioning teams with an unwavering dedication to serving our customers. When you join one of our teams, you'll be part of a nimble group that's empowered to set aggressive goals and move fast to achieve them. Strategic risks are encouraged and complex problems are solved together, by passing the mic and iterating until the best solution comes to light. You won't have to look to find growth opportunitiesready or not, they'll find you. From retail to government to healthcare, we're on a mission to bring humanity, connection, and empathy back to business. Join over 5,000 people across the globe who think that's work worth doing.

Why We Have This Role

Qualtrics is on the lookout for a proactive individual to assist Senior Leaders in our Product, UX and Engineering organization. In this role, your primary focus will be on administrative tasks, while also being given opportunities to support team objectives, project coordination, and ownership of select projects. The ideal candidate would be someone who is organized, attentive, and eager to grow professionally. You should be skilled at prioritizing tasks and supporting the team efficiently. An understanding of the company's basic goals and guiding the executives towards those objectives will be expected. Adaptability, maintaining confidentiality, and a positive approach will be paramount.

How You'll Find Success

Proactive Anticipation : Anticipate the needs and priorities of the executives, proactively addressing them to streamline workflow and maximize productivity.

Effective Communication : Establish and maintain clear, open lines of communication with the executives and various stakeholders, ensuring all parties are well-informed and aligned.

Precision and Attention to Detail : Execute tasks with meticulous attention to detail and accuracy, ensuring all deliverables meet high standards and deadlines are consistently met.

Adaptability and Flexibility : Demonstrate flexibility in responding to evolving priorities and dynamic situations, adeptly adjusting plans and strategies as needed to support the executives effectively.

Confidentiality and Trustworthiness : Maintain strict confidentiality and handle sensitive information with discretion and professionalism, fostering trust and reliability in all interactions.

Relationship Building : Cultivate strong relationships with internal and external stakeholders, leveraging these connections to facilitate collaboration and achieve strategic objectives.

How You'll Grow

Interdepartmental Collaboration : Supporting teams across different locations and assisting in driving team initiatives can broaden your organizational reach and deepen your understanding of cross-functional processes. This will foster your ability to work effusively with diverse groups while improving your relationship-building and interpersonal skills.

Process Improvement : The chance to be involved in process improvement initiatives allows for a deeper understanding of the organization's operations. With time, you'll cultivate problem-solving and analytical skills, and gain a valuable perspective on improving efficiency and productivity within a corporate setting.

Task Prioritization and Time Management : Managing the master schedule and ensuring executives are spending their time effectively requires significant prioritization and time management skills. Over time, mastering these skills will position you as an efficient manager, a trait valuable not only in this role but throughout your professional journey.

Communication Skills : Given the nature of the role, constant interactions with different stakeholders, both internally and externally, are inevitable. This will refine your communication skills, particularly in articulating ideas effectively, managing expectations, and resolving conflicts.

Things You'll Do

Cross Team Collaboration : Playing a crucial role in supporting teams across different locations, you'll ensure smooth communication and even help drive certain team initiatives. This EA will assist with planning and execution of team all hands meetings, offsites, and socials.

Rhythm of Business Coordination : This EA will manage the master schedule (including annual and quarterly meetings) by arranging meetings and ensuring that the executives are spending their time effectively on the priorities that matter.

Process Improvement : Part of the day-to-day role for this EA will involve taking over some of the basic process improvement to support the business (e.g. see around corners to proactively solve potential issues and understand if we are making progress in areas necessary to goal completion).

Administrative Assistant : This EA will help set and track agendas for given meetings, take notes and / or action items to document the decisions made in meetings, submit expenses monthly, and provide other administrative support as needed.

Travel and Logistics : As an essential part of your role, this EA will be tasked with ensuring that every journeywhether by land, air, or seais smooth, efficient, and aligned with our executives' schedules. This will involve researching the best travel options, coordinating with travel agencies, managing itineraries, and ensuring that any potential hiccups are addressed proactively. Your expertise will make certain that travel is not just about reaching the destination, but about optimizing the entire experience.

Project Coordination : While you will assist in the coordination of team meetings and business gatherings, there will be opportunities for you to lead specific projects, furthering your professional growth.

What We're Looking For On Your Resume

Bachelor's degree preferred. Minimum of 3 years' Executive Assistant experience in a fast-paced, technology-driven environment. Excellent written and verbal communication skills. Strong problem-solving and organizational abilities, with a proven track record of managing multiple priorities efficiently and meeting deadlines. Consistently delivers high-quality, professional customer service to both internal and external stakeholders, demonstrating approachability and a positive attitude. Proactive and adaptable, able to take initiative and handle new tasks with minimal guidance. Collaborates effectively with executive assistants across headquarters and remote offices to ensure seamless corporate operations. Maintains the highest level of integrity and discretion when managing confidential and sensitive information.

What You Should Know About This Team

Goal-Oriented Approach : We pride ourselves on being a team that not only understands but also contributes to the achievement of the company's primary objectives. Every single task we perform is aligned with these goals.

Multifaceted Roles : Our roles are not limited to administrative tasks. Instead, we have the opportunity to lead specific projects, improve processes, and drive team initiatives, allowing us to grow professionally.

Collaborative Environment : Partnering with teams across different locations, we foster a culture where smooth communication and collaboration reign supreme.

Visionary Spirit : Our team values the ability to take initiatives, work independently, and accomplish tasks. Everyone has the freedom to think ahead, anticipate potential issues, and find ways to tackle them proactively.

Our Team's Favorite Perks and Benefits

Wellness Reimbursement for $300 per quarter for wellness activities, including gym memberships, spa massages, workout equipment, meditation apps, and much more.

$1800 yearly Experience bonus to be used for an "Experience" of your choosing

Amazing QGroup Communities; MOSAIQ, Green Team, Qualtrics Pride, Q&Able, Qualtrics Salute, and Women's Leadership Development, which exist as places for support, allyship, and advocacy.

The Qualtrics Hybrid Work Model

Our hybrid work model is elegantly simple : we all gather in the office three days a week; Mondays and Thursdays, plus one day selected by your organizational leader. These purposeful in-person days in thoughtfully designed offices help us do our best work and harness the power of collaboration and innovation. For the rest of the week, work where you want, owning the integration of work and life.

Qualtrics is an equal opportunity employer meaning that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected characteristic.

Qualtrics is committed to the inclusion of all qualified individuals. As part of this commitment, Qualtrics will ensure that persons with disabilities are provided with reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please let your Qualtrics contact / recruiter know.

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