Executive Assistant (On-Site)

Executive Assistant to C-Suite and People & Culture Team

Location: Boca Raton, FL (On-site, with potential for one remote day per week in the future)

Company Overview:Quantinium is pioneering the next frontier of blockchain innovation, reshaping how decentralized networks power Wi-Fi, 5G, LTE, IoT, and Fixed Wireless applications. Our proprietary post-quantum encrypted blockchain ensures unmatched speed, security, and scalability. Designed for institutional use, our solutions standardize and simplify asset representation, enabling organizations to embrace the digital future with confidence. At Quantinium, we foster a culture of innovation, reliability, and collaboration, making this a dynamic and rewarding place to grow your career.

We are looking for a highly organized and proactive Executive Assistant to serve as a vital partner to our C-suite leaders and the People & Culture (Human Resources) team. This role requires someone who thrives in fast-paced environments, has exceptional attention to detail, and is adept at managing complex schedules, communications, and operations.

Position Overview: The Executive Assistant will provide direct support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), the People & Culture team, and other Directors & Senior Leaders as needed. You will act as the primary gatekeeper and liaison for the executive team, while also assisting in People & Culture (HR) related functions to enhance team engagement and operational efficiency. This role involves managing multiple priorities with precision, foresight, and professionalism, contributing to the overall success of the organization.

Key Responsibilities:

Executive Support
Calendar Management: 

• Maintain and manage highly dynamic calendars for the CEO, CFO, and COO.
• Proactively anticipate scheduling conflicts and prioritize appointments based on organizational priorities.
• Coordinate recurring meetings, ensuring seamless preparation of materials and alignment with long-term business strategies.
  
  

Travel Coordination:

• Arrange and oversee comprehensive domestic and international travel itineraries, including transportation, accommodations, and meeting logistics.
• Prepare travel documentation, visas, and contingency plans for smooth execution.
• Provide real-time travel support, handling unexpected changes promptly.
  
  

Expense & Financial Management:

• Own the submission of executive expense reports, ensuring compliance with global purchasing policies.
• Track and manage corporate credit card transactions with accuracy and attention to detail.
  
  

Documentation & Presentation:

• Draft, proofread, and format presentations, reports, and correspondence on behalf of executives.
• Compile meeting agendas, distribute materials, and take detailed minutes as needed.
  
  

Communication & Stakeholder Engagement:

• Serve as the first point of contact for internal and external communications for the executive team.
• Screen and prioritize emails, calls, and other correspondence to ensure timely responses and escalation of critical issues.
• Build and maintain professional relationships with clients, investors, partners, and other stakeholders.
• Develop and manage communication streams, including internal updates, team announcements, and project summaries.
  
  

Event & Project Management:

• Organize and execute leadership off-sites, department kickoffs, and corporate events involving up to 500 attendees.
• Handle all logistics, including venue selection, vendor coordination, catering, and technology setup.
• Create post-event reports, capturing feedback and identifying areas for improvement.
• Support cross-departmental projects by providing administrative and logistical assistance.
• Continuously identify inefficiencies in operational processes and recommend improvements.
  
  

People & Culture (Human Resources) Support:

Recruitment & Onboarding

• Assist with scheduling interviews and coordinating recruitment events.
• Help onboard new employees, including preparing materials, setting up workspaces, and facilitating orientation sessions.
  
  

Employee Data Management

• Ensure the accuracy of employee records within HRIS systems and maintain compliance with data management policies.
• Respond to first-line HR inquiries, directing more complex issues to the appropriate People & Culture team members.
  
  

Culture & Engagement

• Support employee engagement initiatives, including recognition programs, team-building events, and feedback surveys.
• Assist in planning and executing training and professional development programs.
• Help with compliance tracking, ensuring all employee certifications, benefits, and training requirements are up to date.

Qualifications:

Education & Experience:

• Bachelor’s degree preferred, or equivalent professional experience.
• Minimum of 5 years supporting senior executives, ideally within a high-growth or technology-driven organization.
  
  

Skills & Expertise:

Technical Proficiency:

• Mastery of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Suite.
• Ability to quickly learn and adapt to new tools and systems, including HRIS and project management platforms.
  
  

Organizational Expertise:

• Proven ability to handle multiple priorities, deadlines, and competing demands with poise and efficiency.
• Strong attention to detail, ensuring accuracy and consistency across all deliverables.
  
  

Global Travel Expertise:

• Demonstrated experience managing complex international travel, including preparation of travel documents and troubleshooting on the go.
  
  

Communication Excellence:

• Superior verbal and written communication skills, with the ability to engage effectively with stakeholders at all levels.
  
  

Confidentiality & Integrity:

• Demonstrated ability to handle sensitive information with the highest level of professionalism and discretion.

Why Join Quantinium?

• Innovation at Scale: Be part of a groundbreaking company at the forefront of blockchain technology.
• Growth Opportunities: Work closely with visionary leaders and contribute to meaningful projects that drive industry change.
• Dynamic Work Culture: Join a collaborative and inclusive environment that values creativity, excellence, and continuous learning.
• Comprehensive Benefits: Enjoy a competitive salary, performance-based incentives, and robust benefits package (including 100% coverage for health, vision and dental) tailored to your needs. We also provide a 401k match, Wellness Allowance, and Life Insurance.