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 platform—we 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 convention—but 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 opportunities—ready 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.

Executive Assistant

Why We Have This Role

Qualtrics is on the lookout for a proactive individual to assist two leaders in our Product, UX, Engineering (PXE) organization. In this role, your primary focus will be on administrative tasks, while also being given opportunities to support team objectives, basic project coordination, and even take ownership of select projects. This role offers a significant chance for career development and learning. 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 companys 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

• Project Coordination: The role involves opportunities to coordinate specific projects and manage business gatherings - experiences that can significantly advance your project management skills. Witnessing projects from conception to completion, you will understand the challenges and learn how to overcome them.
• 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 organizations operations. With time, youll 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

• Project Management. 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.
• Cross Team Collaboration. Playing a crucial role in supporting teams across different locations, youll ensure smooth communication and even help drive certain team initiatives. The EA will assist with planning and execution of team all hands meetings, offsites, and socials.
• Rhythm of Business Coordination. The 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 the 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. The 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, youll be tasked with ensuring that every journey—whether by land, air, or sea—is 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.

What We’re Looking For On Your Resume

• Bachelors degree is required.
• Past Executive Assistant experience in a fast-paced, tech startup environment is preferred.
• Expert level written and verbal communication skills.
• Strong problem-solving skills.
• Experience supporting an engineering organization, understanding agile processes and workflows preferred.
• Strong organizational skills with the ability to stay on top of and complete multiple tasks in a timely manner.
• Consistently produced work with the highest level of attention to detail.
• Consistently deliver high-quality professional customer service to internal and external customers with the ability to be personable and happy to help in a variety of situations.
• Visionary spirit: ability to take the initiative, work independently and accomplish tasks.
• Adaptive: tackle new tasks with little notice or instruction.
• Work collaboratively with all other executive admins at headquarters and remote locations to maintain a smoothly working corporate environment.
• The utmost level of integrity and discretion in handling confidential 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 companys 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

• Work/life integration is deeply important to us - we have frequent office events, team outings, and happy hours.
• We take pride in our offices design, aiming at cultivating creativity - from our rooftop views to an open and collaborative work space.
• On top of standard benefits package (medical, dental, vision, life insurance, etc), we provide snacks, drinks, and free lunches in our office.

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.