Executive Assistant Job at MaintainX (Miami)

Job Description

MaintainX is the world's leading Asset and Work Intelligence platform for industrial and frontline environments. We are a modern IoT-enabled cloud-based tool for reliability, safety, and operations on physical equipment and facilities. MaintainX powers operational excellence for 13,000 businesses including Duracell, Univar Solutions Inc., Titan America, McDonald's, Brenntag, Cintas, Xylem, and Shell. Our Executive Assistant will provide direct support to the CEO and one VP within the fast-paced environment of a quickly growing company, MaintainX. The ideal candidate will have superior critical thinking and organizational skills to streamline workflows and solve a wide variety of challenges. They will also be particularly personable, as they will constantly interact with a wide range of operators, internally and externally. This role will be based in the MaintainX Miami office in a hybrid capacity, along with occasional travel potentially required.

Job Responsibility

Oversee complex and dynamic calendar management for our leader, ensuring the thoughtful prioritization of competing requests
Plan, coordinate, and supervise intricate domestic and international travel itineraries
Keep our leader fully informed of upcoming commitments, priorities, and required follow-ups
Collaborate across departments to organize calendars, orchestrate complex activities, and support internal and external engagements
Assess, research, and triage incoming issues and inquiries—including high-sensitivity matters—determining the appropriate course of action
Draft polished correspondence, memoranda, spreadsheets, charts, and presentations
Develop compelling presentations, distribute critical information, and coordinate cross-team efforts as needed
Prepare, process, and track expense reports with accuracy and timeliness
Plan and execute meetings, team gatherings, and executive-level events with precision
Serve as a trusted representative of the CEO, acting as a bridge to internal teams, cross-functional leaders, and external partners
Exercise sound judgment in planning, prioritizing, and organizing a diverse workload
Uphold the highest standards of discretion and professionalism when handling sensitive, strategic, and confidential information
Support office-based events and initiatives involving executive leadership

Requirements

Bachelor's Degree (preferred but not required)
5+ years of experience in an Executive Assistant or high-level administrative support role
Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, etc.) and other collaboration tools
A track record of working closely and efficiently to support C-level executive leaders in a fast-paced global business
Strong interpersonal, written, and oral communication skills
High levels of tact and good judgement in confidential situations and proven experience of interacting with executive management
An ability and willingness to adapt to a rapidly changing business
Effective collaboration and communication skills are required, including information exchange with internal and external contacts

What we offer

Competitive salary and meaningful equity opportunities
Healthcare, dental, and vision coverage
401(k) / RRSP program
Take what you need PTO
A Work Culture where: You’ll work alongside folks across the globe that reflect the MaintainX values, Smart Humble Optimist
We believe in meritocracy, where ideas and effort are publicly celebrated

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