Executive Assistant

Description

Quantum Design, Inc. is a well-established advanced physics technology manufacturing and distribution company in San Diego, California. We are seeking a highly organized and self-motivated Executive Assistant to provide high-level administrative support to our CEO. This dynamic role requires someone who is flexible, proactive, and thrives under pressure. You will manage complex schedules, handle sensitive information, coordinate corporate functions, and serve as a key liaison for internal and external stakeholders.

Key Responsibilities

• Calendar Management:
  • Oversee all aspects of the CEO’s schedule, including prioritizing and coordinating meetings.
  • Handle complex calendars, make judgment calls on rescheduling and cancellations, and prepare detailed agendas.
• Executive Representation:
  • Welcome and escort visitors to the appropriate areas.
  • Manage correspondence, arrange company events, and respond to meeting requests.
• Project Management:
  • Complete special assignments by setting objectives, prioritizing tasks, monitoring progress, and problem-solving.
• Communication and Liaison:
  • Screen incoming calls, messages, and correspondence.
  • Act as a conduit for sensitive information between the CEO and key personnel.
• Travel  Coordination:
  • Develop travel itineraries and agendas, book transportation and lodging, and manage expense reports.
  • Expertise in handling passports and visas, coordinating international travel arrangements, liaising with foreign offices, and ensuring compliance with entry requirements for destinations across Asia, EU countries, and the UK.
• Administrative Tasks:
  • Assist with legal documentation submissions, including NDAs, consulting agreements, and contracts.
  • Prepare team and corporate communications in written and presentation formats.
• Other Duties:
  • Maintain confidentiality, support ad hoc requests, and provide executive-level assistance as needed.

Requirements

Qualifications

• Skills and Abilities:
  • Self-disciplined, self-motivated, detail-oriented, and dependable.
  • Excellent interpersonal and communication skills, with the ability to handle confidential information professionally.
  • Strong problem-solving skills, sound judgment, and organizational expertise.
  • Advanced computer skills, particularly with Microsoft Office Suite (Word, Excel, PowerPoint).
  • Expertise in creating polished presentations, including content development and formatting.
• Education and Experience:
  • An associate or bachelor’s degree in business administration or a related field is required.
  • At least 4 years of relevant experience in an executive assistant or similar role.
• Availability:
  • Flexible availability, including responsiveness outside of typical work hours for urgent needs.