Who we are:

As a global leader in digital infrastructure, QTS designs, builds and operates advanced data centers that support strategic AI, cloud and digital transformation initiatives. We are driven by a mission to connect the world for good and our people make it possible. Every single day, the creativity, dedication and genuine care for our communities are what push us forward and make this a truly special place to be.

Who You Are

As a highly capable and tech-savvy Executive Assistant you will support senior leadership in a dynamic, global environment. You’ll play a critical role in keeping the business moving forward through expert calendar and travel management, executive communications, stakeholder coordination, and AI-enabled workflow optimisation. Success in this role requires exceptional judgment, discretion, and the ability to navigate ambiguity while delivering outstanding support.

What You Will Do

Executive Support and Calendar Management

• Manage a complex executive calendar with a strong understanding of business priorities, stakeholder importance, time-zone impacts, and meeting sequencing.
• Proactively resolve scheduling conflicts, protect focus time, and ensure the executive is prepared for key meetings, decisions, and deliverables.
• Coordinate leadership team meetings, offsites, business reviews, customer meetings, and cross-functional forums, including agendas, pre-read materials, logistics, follow-ups, and action tracking.
• Serve as a professional and trusted point of contact between the executive, internal teams, external partners, customers, vendors, and senior stakeholders.
• Handle sensitive and confidential information with the highest level of discretion, sound judgment, and professionalism.

AI-Enabled Productivity and Digital Excellence

• Use AI tools responsibly and effectively to improve executive productivity, including drafting communications, summarising meetings, preparing briefing notes, organising information, and identifying follow-up actions.
• Create high-quality first drafts of emails, presentations, meeting summaries, talking points, status updates, and executive communications using AI-assisted workflows while applying strong human judgment and quality control.
• Develop repeatable AI-enabled processes for recurring administrative tasks, such as meeting preparation, inbox triage, document summaries, travel planning support, action tracking, and expense reconciliation.
• Maintain awareness of company guidance, privacy requirements, data handling standards, and responsible AI practices when using AI tools.
• Identify opportunities to automate or simplify administrative processes and recommend practical improvements that save time, reduce manual effort, and improve consistency.

Travel Management

• Coordinate complex domestic and international travel arrangements, including flights, hotels, ground transportation, visas, travel documentation, meeting locations, and contingency plans.
• Build clear, accurate, and comprehensive itineraries that include confirmation details, meeting locations, travel times, local time zones, contact information, and relevant executive preferences.
• Manage last-minute travel changes, cancellations, disruptions, and rebooking needs with calmness, urgency, and sound judgment.
• Maintain executive travel profiles, loyalty programme details, passport and visa information where appropriate, seating preferences, hotel preferences, dietary requirements, and other relevant travel preferences in line with privacy and compliance requirements.
• Partner with travel providers, internal travel teams, and external stakeholders to ensure travel is efficient, policy-compliant, cost-conscious, and aligned with business priorities.

Expense Management and Financial Administration

• Prepare, submit, reconcile, and track expense reports accurately and on time, ensuring compliance with company policies and approval requirements.
• Collect and organise receipts, validate charges, identify discrepancies, and follow up on missing information or exceptions.
• Support budget-conscious travel and expense decisions by identifying policy-aligned options and escalating issues when needed.
• Maintain organised records for expenses, travel approvals, purchase requests, invoices, and related administrative documentation.
• Use digital tools and AI-assisted methods where appropriate to improve accuracy, reduce manual effort, and streamline recurri…