QTS Data Centers
Executive Assistant
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Who We Are
As a global leader in digital infrastructure, QTS designs, builds and operates advanced data centers that support strategic AI, cloud and digital transformation initiatives. We are driven by a mission to connect the world for good and our people make it possible. Every single day, the creativity, dedication and genuine care for our communities are what push us forward and make this a truly special place to be.
Who You Are
As a highly capable and tech-savvy Executive Assistant you will support senior leadership in a dynamic, global environment. You'll play a critical role in keeping the business moving forward through expert calendar and travel management, executive communications, stakeholder coordination, and AI-enabled workflow optimisation. Success in this role requires exceptional judgment, discretion, and the ability to navigate ambiguity while delivering outstanding support.
What You Will Do
Executive Support and Calendar Management
- Manage a complex executive calendar with a strong understanding of business priorities, stakeholder importance, time-zone impacts, and meeting sequencing.
- Proactively resolve scheduling conflicts, protect focus time, and ensure the executive is prepared for key meetings, decisions, and deliverables.
- Coordinate leadership team meetings, offsites, business reviews, customer meetings, and cross-functional forums, including agendas, pre-read materials, logistics, follow-ups, and action tracking.
- Serve as a professional and trusted point of contact between the executive, internal teams, external partners, customers, vendors, and senior stakeholders.
- Handle sensitive and confidential information with the highest level of discretion, sound judgment, and professionalism.
AI-Enabled Productivity and Digital Excellence
- Use AI tools responsibly and effectively to improve executive productivity, including drafting communications, summarising meetings, preparing briefing notes, organising information, and identifying follow-up actions.
- Create high-quality first drafts of emails, presentations, meeting summaries, talking points, status updates, and executive communications using AI-assisted workflows while applying strong human judgment and quality control.
- Develop repeatable AI-enabled processes for recurring administrative tasks, such as meeting preparation, inbox triage, document summaries, travel planning support, action tracking, and expense reconciliation.
- Maintain awareness of company guidance, privacy requirements, data handling standards, and responsible AI practices when using AI tools.
- Identify opportunities to automate or simplify administrative processes and recommend practical improvements that save time, reduce manual effort, and improve consistency.
Travel Management
- Coordinate complex domestic and international travel arrangements, including flights, hotels, ground transportation, visas, travel documentation, meeting locations, and contingency plans.
- Build clear, accurate, and comprehensive itineraries that include confirmation details, meeting locations, travel times, local time zones, contact information, and relevant executive preferences.
- Manage last-minute travel changes, cancellations, disruptions, and rebooking needs with calmness, urgency, and sound judgment.
- Maintain executive travel profiles, loyalty programme details, passport and visa information where appropriate, seating preferences, hotel preferences, dietary requirements, and other relevant travel preferences in line with privacy and compliance requirements.
- Partner with travel providers, internal travel teams, and external stakeholders to ensure travel is efficient, policy-compliant, cost-conscious, and aligned with business priorities.
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Expense Management and Financial Administration
- Prepare, submit, reconcile, and track expense reports accurately and on time, ensuring compliance with company policies and approval requirements.
- Collect and organise receipts, validate charges, identify discrepancies, and follow up on missing information or exceptions.
- Support budget-conscious travel and expense decisions by identifying policy-aligned options and escalating issues when needed.
- Maintain organised records for expenses, travel approvals, purchase requests, invoices, and related administrative documentation.
- Use digital tools and AI-assisted methods where appropriate to improve accuracy, reduce manual effort, and streamline recurring expense processes.
Communication, Coordination, and Stakeholder Management
- Draft, edit, and manage professional communications on behalf of the executive, ensuring clarity, tone, accuracy, and alignment with business context.
- Support inbox management, prioritisation of requests, follow-up tracking, and timely responses to critical stakeholders.
- Coordinate across leadership teams, business partners, customers, vendors, and external organisations to drive alignment and remove administrative friction.
- Prepare meeting materials, capture notes, summarise decisions, and track action items to completion.
- Represent the executive office with professionalism, responsiveness, and a strong service mindset.
Operational Support and Special Projects
- Support recurring business processes, leadership rhythms, team communications, employee engagement activities, and operational reporting.
- Assist with planning and execution of team meetings, morale events, leadership offsites, onboarding activities, and recognition moments.
- Track deliverables, decisions, and deadlines across multiple workstreams, ensuring follow-through and visibility for the executive.
- Improve administrative systems, document repositories, templates, and workflows to increase consistency and efficiency.
- Take ownership of special projects that require coordination, discretion, problem solving, and strong attention to detail.
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What You Will Need to be Successful
- Significant experience supporting senior executives, preferably in a fast-paced, global, matrixed, or technology-led organisation.
- Strong AI fluency, including practical experience using AI tools to improve drafting, summarisation, research, planning, workflow automation, and information organisation.
- Excellent calendar management skills, with the ability to manage competing priorities, anticipate conflicts, and make thoughtful trade-offs.
- Advanced travel coordination experience, including international travel, multi-city itineraries, time-zone management, executive preferences, and disruption handling.
- Strong expense management capability, with excellent attention to detail, policy awareness, documentation discipline, and follow-through.
- Exceptional written and verbal communication skills, including the ability to draft clear executive-level communications.
- High degree of discretion, confidentiality, professionalism, and sound judgment.
- Strong proficiency with productivity and collaboration tools such as Microsoft 365, Outlook, Teams, Word, Excel, PowerPoint, OneNote, SharePoint, and AI-enabled workplace tools.
- Ability to work independently, prioritise effectively, solve problems quickly, and remain calm under pressure.
- Experience supporting a Vice President, C-suite leader, or senior executive with a broad internal and external stakeholder network.
- Experience coordinating global travel and executive-level events, offsites, or customer engagements.
Nice to Have
- Experience using AI responsibly within a corporate environment, including applying appropriate data protection, confidentiality, and review practices.
- Experience improving administrative processes through templates, automation, standard operating procedures, or digital tools.
- Strong business acumen and the ability to understand priorities, context, stakeholders, and potential risks.
The duties and responsibilities described here are not exhaustive and additional assignments, duties, or responsibilities may be required of this position. Assignments, duties, and responsibilities may be changed at any time, with or without notice, by QTS in its sole discretion. We provide individuals with disabilities reasonable accommodations to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment in accordance with applicable law. Please contact us to request an accommodation on TalentAcquisition@QTSDataCenters.com
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