Executive Assistant at QUANTUM DESIGN INC – San Diego, California

For more than 40 years Quantum Design (QD) has been providing technology solutions to researchers in the fields of physics, chemistry, biotechnology, materials science, and nanotechnology. Established in 1982, Quantum Design is the leading commercial source for automated materials characterization systems offering a variety of measurement capabilities. QD instruments are found in the world's leading research institutions and have become the reference standard for a variety of magnetic and physical property measurements.

We are looking for an experienced, highly organized, and proactive Executive Assistant to support the CEO with a wide range of high-level administrative and operational tasks. This role involves managing complex calendars, coordinating travel, handling confidential communications, and supporting special projects. The ideal candidate is detail-oriented and capable of working independently while providing support as a key liaison between the CEO and internal/external stakeholders. The Executive Assistant must be capable of anticipating needs, adapting to shifting priorities, and representing the CEO and the organization with the utmost professionalism.

This job will work in a dynamic, fast-paced corporate environment. This role requires a high level of professionalism, discretion, and organizational skill, as it involves frequent interaction with senior leadership, cross-functional teams, and external partners. The environment is collaborative yet highly performing, with a strong emphasis on precision, confidentiality, and proactive support. Candidates must be comfortable navigating a tech-driven workplace, virtual working environment, managing shifting priorities, and supporting executives in a rapidly evolving industry.

Key Responsibilities

• Maintain strict confidentiality and deliver high-level administrative support to the CEO and leadership team, including handling ad hoc requests, organizing company events, and managing executive correspondence.
• Manage all aspects of the CEO’s schedule, including prioritizing, organizing, and coordinating meetings to ensure optimal time management.
• Handle complex calendars by exercising sound judgment in rescheduling or canceling appointments when necessary.
• Prepare comprehensive meeting agendas and ensure all relevant materials are ready in advance.
• Greet and escort visitors in a professional and welcoming manner, ensuring they are directed to the appropriate areas.
• Execute special projects by establishing clear objectives, prioritizing key deliverables, monitoring progress, and proactively resolving any issues. Maintain accountability for project timelines and outcomes.
• Screen incoming calls, emails, and other forms of correspondence, addressing routine matters independently and escalating critical issues as appropriate. Serve as a trusted liaison between the CEO and internal teams or external stakeholders, ensuring timely and confidential communication.
• Plan and coordinate detailed travel itineraries, including booking transportation, accommodations, and managing related logistics. Prepare travel agendas and process expense reports accurately and promptly. Handle international travel arrangements, including obtaining visas and passports, and ensure compliance with entry requirements across Asia, the European Union, and the United Kingdom.
• Assist with the preparation and submission of legal documentation, including non-disclosure agreements, consulting agreements, and contracts. Draft and format internal and external communications, presentations, and reports. Maintain and update trackers for open action items and follow up as needed.
• Other duties may be assigned.

Qualifications:

Experience:

• Minimum of four (4) years of professional experience in an executive administrative role supporting multiple C-suite executives or related field, AND;

Education:

• A Bachelor’s degree with major course work in business administration, office administration, communications, or related fields, OR;

Equivalent Experience:

• A minimum of eight (8) years of professional experience in office administration or communications, preferably in an executive administrative capacity supporting multiple C-suite executives or within a related field.

Quantum Design is an affirmative action and equal opportunity employer. All employment decisions, policies and practices are in accordance with applicable federal, state and local anti-discrimination laws. Quantum Design will not tolerate or engage in unlawful discrimination including any form of unlawful harassment, on account of a person's sex, age, race, color, religion, creed, sexual preference or orientation, marital status, national origin, ancestry, citizenship, military status, veteran status, handicap, disability, or membership in any protected group.