Executive Assistant

About SmartQ

SmartQ is revolutionizing the food experience on a global scale through cutting-edge technology and empathy-driven insights. Since its establishment in 2015, the company has modernized cafeteria and food services across multiple sectors including corporates, hospitals, and educational institutions in 14 countries. As a proud subsidiary of the $60 billion Compass Group, SmartQ aims to become the foremost B2B food-tech provider, delivering exceptional dining experiences to over 400 clients worldwide, such as Google, HSBC, Amazon, and Wells Fargo. The company culture emphasizes collaboration, innovation, humility, and excellence, structured around four pillars: Great People, Great Food, Great Experience, and Greater Good.

Responsibilities

• Manage and coordinate executive calendars including appointments and meetings, planning schedules to optimize executive availability.
• Prepare meeting documentation such as agendas, presentations, and minutes, and track action items for follow-up.
• Arrange travel and logistics for domestic and international trips, including itinerary preparation, accommodations, and travel expense management.
• Serve as liaison between executives and stakeholders, preparing and handling correspondence such as emails, reports, and other business communications.
• Maintain confidential organizational records and manage administrative tasks including expense claims and invoices.
• Support strategic initiatives and leadership projects by tracking progress, coordinating cross-functional collaboration, and facilitating data collection.

Required Qualifications

• Bachelor's degree in Business Administration, Management, or a related discipline.
• Three to eight years of experience in executive or personal assistant roles.
• Exceptional written and verbal communication skills paired with organizational and time management expertise.
• Proficient with Microsoft Office Suite and Google Workspace.
• Strong discretion in handling sensitive information.
• Effective stakeholder engagement and multitasking abilities.

Preferred Attributes

• Experience supporting senior executives or founders.
• Capabilities in project coordination and reporting.
• Ability to independently prioritize and manage various concurrent tasks.

Core Competencies

• Meticulous attention to detail
• Multitasking proficiency
• Professional conduct with confidentiality
• Strong problem-solving skills
• Ownership and accountability
• Interpersonal communication skills
• Effective time management
• Adaptability to changing environments

Message from the CEO

At SmartQ, we view ourselves not just as a B2B food service company but as creators of joyful experiences. We transform everyday corporate cafeterias into inspiring spaces that foster self-expression and happiness. This unique mission provides an extraordinary opportunity to positively impact the lives of many. We invite passionate individuals who resonate with this vision to join us in spreading joy and making the world a better place.