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Executive Assistant

7 hours ago

Greenwich, Connecticut, United States QXO Full time

Position Summary

The Executive Assistant (EA) will be a trusted partner, providing proactive administrative, organizational, and project support. This individual will manage complex calendars, coordinate domestic and international travel, prepare executive-level presentations, and ensure smooth day-to-day operations for fast-moving leaders. The ideal candidate is highly organized, anticipatory, discreet, and thrives in a dynamic, high-growth environment.

Key Responsibilities

Executive Support

  • Manage complex, shifting calendars; prioritize meetings, resolve conflicts, and ensure leaders are prepared for every engagement.
  • Coordinate travel logistics, including itineraries, accommodations, ground transportation, and expense reconciliation.
  • Serve as the primary point of contact between executives and internal/external partners; ensure timely and accurate communication.
  • Draft, edit, and prepare high-quality correspondence.
  • Maintain strict confidentiality regarding sensitive information.

Operational & Administrative Excellence

  • Organize and coordinate team meetings.
  • Track action items, follow up on deadlines, and help ensure initiatives move forward as planned.
  • Manage inbox triage and prioritization to support executive focus on critical items.
  • Process invoices, expenses, and procurement-related administrative workflows with accuracy and timeliness.

Cross-Functional Coordination

  • Liaise with internal stakeholders to support initiatives and information flow.
  • Partner closely with other executive assistants to support companywide rhythms of business and leadership meetings.

Project-Based Contributions

  • Support the team's initiatives by assisting with research, data summaries, presentation formatting, and meeting preparation.
  • Help drive special projects as assigned, ensuring clarity of objectives, timelines, and deliverables.

Required Qualifications

  • 7+ years of Executive Assistant experience supporting VP-level or C-suite leaders (supporting multiple executives a strong plus).
  • Exceptional organizational skills and attention to detail.
  • Proven experience managing complex calendars and high-volume scheduling.
  • Strong proficiency in Microsoft Office Suite (Slides/PowerPoint, Sheets/Excel, Docs/Word).
  • Experience arranging travel.
  • Excellent written and verbal communication skills.
  • Ability to exercise strong judgment, discretion, and confidentiality.
  • Demonstrated ability to operate independently in a fast-paced, frequently changing environment.

Personal Attributes

  • Proactive, anticipatory, and able to think several steps ahead.
  • Calm under pressure and able to handle ambiguity.
  • Highly reliable, accountable, and committed to exceptional execution.
  • Professional demeanor with strong interpersonal skills.
  • Service-oriented mindset with a "no task too big or too small" approach.

What you'll earn:

401(k) with employer match

Medical, dental, and vision insurance

PTO, company holidays, and parental leave

Paid training and certifications

Legal assistance and identity protection

Pet insurance

Employee assistance program (EAP)

About the company

QXO is the largest publicly traded distributor of roofing, waterproofing, and complementary building products in the United States. The company aims to become the tech-enabled leader in the $800 billion building products distribution industry and generate outsized value for shareholders. QXO is targeting $50 billion in annual revenues within the next decade through accretive acquisitions and organic growth.