Executive Assistant

About UBQ.io
UBQ.io is a global technology service provider dedicated to building a more sustainable, independent, and equitable future. We partner with global companies across industries, including AI, blockchain, software, biotech, and education, to transform bold ideas into real, meaningful solutions.

Our expertise spans technology consulting, AI and Machine Learning development, Blockchain integration, and global team collaboration. With a worldwide network of specialists, we help organizations stay ahead in a rapidly evolving digital landscape.

At UBQ.io, we don’t just advise, we collaborate. Our commitment to innovation, sustainability, and social responsibility guides everything we do as we help clients build technologies that empower people, communities, and industries to thrive.

About the role

We are seeking an experienced Executive Assistant to provide comprehensive administrative and strategic support to the Executive. This role requires a proactive, detail-oriented, and adaptable professional who excels in high-stakes environments, possesses outstanding communication skills, and aligns with our Executive’s values of presence, leadership, and balance. As the Executive’s right hand, you will play a pivotal role in ensuring smooth operations across both his professional and personal spheres.

Key Responsibilities:

• Comprehensive Calendar and Priority Management: Manage the Executive’s demanding professional and personal calendar, coordinating with various stakeholders across multiple companies and teams. Schedule meetings, appointments, and private commitments to ensure a seamless balance between company objectives and personal time.

• Private Travel and Logistics Coordination: Arrange private travel and accommodations for the Executive, handling all logistics to align with business commitments and personal schedules, ensuring seamless transitions between professional and personal obligations.

• Travel Coordination for the Management Team: Manage travel logistics for the Executive and other members of the management team, ensuring efficient and smooth experiences for business-related trips and events.

• Internal Task and OKR Management: Support the Executive in managing objectives and key results (OKRs) for direct reports, following up on tasks and progress to keep the team aligned and on track with strategic goals. Act as a liaison to ensure key deliverables are met and accountability is maintained across departments.

• Coordination with the Executive “Office Team”: Collaborate closely with other members of the Executive Office who oversee functions such as events, board meetings, and finance. Ensure seamless communication and workflow within the Executive Office, aligning efforts and coordinating schedules, resources, and priorities.

• Preparation and Support for Strategic Meetings: Assist with the preparation of materials, agendas, and documentation for board meetings, internal offsites, and strategy sessions. Ensure all necessary information is gathered, organized, and disseminated to optimize decision-making processes and meeting outcomes.

• Flexible, Self-Directed Work Style: Operate with autonomy and flexibility, managing your time effectively to meet deadlines and maintain the company’s flow. Work remotely, balancing independent work with proactive support for the Executive.

• Communication and Relationship Management: Serve as the primary contact point for the Executive with key external stakeholders, including investors, ultra-high-net-worth individuals (UHNW), and other business partners. Maintain professional, timely, and clear communication that reflects the company values and strategic interests.

• Administrative Management: Oversee daily administrative tasks, such as filing, expense tracking, ensuring an efficient, organized environment remotely. Manage confidential information with the highest discretion.

• Meeting Preparation and Follow-Up: Organize agendas, take minutes, and ensure follow-up on action items for meetings with the management team, board, and other key stakeholders. Provide structured support to keep projects moving forward and track deliverables.

• Project and Timeline Coordination: Assist with special projects and initiatives, coordinating timelines, deliverables, and communication across team members and external partners. Support smooth project execution by keeping everyone aligned and informed.

• Work-Life Balance Support: Help the Executive maintain a healthy balance between his professional responsibilities and family commitments. Proactively protect personal time by managing boundaries around work schedules, assisting with logistics for family-related events, and integrating this approach into overall calendar management.

• Alignment with Executive’s Vision and Values: Serve as a key partner in the Executive’s vision and leadership approach, supporting his commitment to presence, growth, and balance. Foster an environment that reflects the company culture of excellence, development, and sustainability.

• Proven track record of 5+ years as an Executive Assistant or in a similar role supporting high-level executives.

• Exceptional organizational and time management skills, with the ability to prioritize tasks across multiple teams and initiatives.

• Exceptional empathy and experience in working with a diverse set of people from various backgrounds and cultures.

• Strong written and verbal communication skills in English, with experience handling communication with high-profile stakeholders.

• A proactive, problem-solving approach, with strong attention to detail and the ability to anticipate needs.

• High level of discretion, confidentiality, and reliability.