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.

Quantum Design is seeking an experienced and exceptional Executive Assistant to provide administrative support to our CEO. This dynamic role requires someone who is professional, flexible, and able to operate effectively when things are not black and white. Our ideal candidate has excellent judgment and discretion, is resourceful, productive, efficient and above all else, operates with a positive attitude.

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
• Maintain trackers of open action items
• Other Duties:
• Maintain confidentiality, support ad hoc requests, and provide executive-level assistance as needed

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.

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.