What are the responsibilities and job description for the Executive Assistant position at MaintainX?
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 12,000 businesses including Duracell, Univar Solutions Inc., Titan America, McDonald's, Brenntag, Cintas, Xylem, and Shell.
We recently completed a $150 million Series D funding round, bringing our total funding to $254 million and valuing the company at $2.5 billion.
MaintainX is seeking a highly organized and proactive Executive Assistant to support members our CMO and 2 VPs in marketing. 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.
What You'll Do
Our mission is to deliver one platform for maintenance, repair & operations teams to keep the physical world running. We believe the greatest asset in any organization is the people. That’s why we built an intuitive, mobile-first solution to help boost productivity and collaboration across teams and locations.
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.
We recently completed a $150 million Series D funding round, bringing our total funding to $254 million and valuing the company at $2.5 billion.
MaintainX is seeking a highly organized and proactive Executive Assistant to support members our CMO and 2 VPs in marketing. 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.
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.
- 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.
- 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
Our mission is to deliver one platform for maintenance, repair & operations teams to keep the physical world running. We believe the greatest asset in any organization is the people. That’s why we built an intuitive, mobile-first solution to help boost productivity and collaboration across teams and locations.
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.
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