Executive Assistant

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 10,000+ businesses including Duracell, Univar Solutions Inc., Titan America, McDonald's, Brenntag, Cintas, Xylem, and Shell.

We've raised $104 million in venture capital following a recent Series C funding round led by Bain Capital Ventures, Bessemer Ventures, August Capital, Amity Ventures, Ridge Ventures as well as CEO’s from GE, Twilio, Coupa, Toast and PagerDuty.

MaintainX is seeking a highly organized and proactive Executive Assistant to support members of our Executive Leadership Team and key personnel across our global offices. This role requires a polished professional who thrives in a fast-paced environment, possesses exceptional organizational and communication skills, and can anticipate the needs of senior executives. You will be responsible for a wide range of administrative duties, including complex travel arrangements, calendar management, event planning, and confidential information handling.

This role can be based in Raleigh or Montreal.

What you'll do:

• Strategic Calendar Management: Proactively manage complex calendars in a dynamic environment, anticipating potential conflicts and proactively resolving scheduling challenges.
• Travel Coordination: Arrange and manage all aspects of domestic and international travel, including flights, accommodations, and ground transportation. Leverage travel opportunities for networking and engagement with internal and external stakeholders.
• Event Planning & Execution: Plan and execute high-quality events, including team offsites, client events, dinners, and speaking engagements.
• Meeting Management: Own the agenda for all executive meetings in collaboration with other team members.
• Expense Reporting: Prepare and submit accurate and timely expense reports.
• Project Management: Manage and prioritize multiple projects simultaneously, ensuring timely and efficient completion.
• Serve as a strategic point of contact for stakeholders, ensuring aligned communications and fostering collaboration for smooth office operations.
• Technology Proficiency: Demonstrate strong proficiency in Google Workspace and other relevant software applications.
• Proactive Problem-Solving: Anticipate challenges, proactively implement solutions, and maintain a positive, professional attitude.
• Continuous Learning: Demonstrate a strong desire for continuous learning and professional growth.

About you:

• Bachelor's Degree (preferred but not required)
• 3-5+ years of experience in an Executive Assistant or high-level administrative support role.
• Experience with domestic or international travel coordination
• Excellent written and verbal communication and interpersonal skills.
• Adaptability & flexibility to shifting priorities in a fast-paced environment
• ​​Highly motivated, organized individual who is able to work effectively with minimal supervision
• Exceptional organizational and time management skills
• Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, etc.) and other collaboration tools
• Ability to maintain confidentiality and exercise discretion.
• Experience with budget and vendor management.

What’s in it for you:

• 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

About us:

Our mission is to make the life of blue-collar workers easier worldwide by creating software that meets their needs and realities. Our product is truly life-changing for 80% of the workforce that doesn’t work behind a desk and needs enterprise-grade software at their fingertips.

MaintainX is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.