Executive Assistant
Job Description
About SmartQ
SmartQ is redefining how the world experiences food. As a next-generation food-tech innovator, we solve real operational challenges through empathy-led insights and powerful technology. Our mission is clear: to elevate everyday dining into a seamless and meaningful experience.
In the last decade, we’ve transformed cafeteria and food operations across industries with scalable, cutting-edge solutions. Operating in 14 countries and backed by Compass Group- a $60B global foodservice leader SmartQ continues to push the boundaries of what modern food-tech can achieve.
Since our inception in 2015, we’ve become a trusted partner for corporates, hospitals, universities, and food courts worldwide. With a bold vision to become the world’s largest B2B food-tech company, we connect people through exceptional food experiences powered by advanced technology. Today, we proudly serve 400+ global clients, including leaders like Google, HSBC, Amazon, and Wells Fargo.
At the heart of SmartQ is a culture shaped by four core pillars:
Great People | Great Food | Great Experience | Greater Good
These values inspire collaboration, innovation, humility, and a relentless pursuit of excellence.
To dive deeper into what drives us, explore our cultural pillars on the SmartQ LinkedIn ‘Life’ page. It offers an authentic glimpse into the journey you could be part of:
Key Responsibilities
Calendar & Meeting Management
- Manage and coordinate executive calendars, appointments, and meetings.
- Schedule internal and external meetings while optimizing leadership availability.
- Prepare meeting agendas, presentations, and minutes of meetings (MoM).
- Track action items and ensure timely follow-up.
Travel & Logistics Management
- Support during domestic and international travel, accommodation, and transportation.
- Prepare travel itineraries and manage travel-related documentation and expenses.
Communication & Stakeholder Coordination
- Act as a point of contact between executives and internal/external stakeholders.
- Draft, review, and manage emails, reports, and business correspondence.
- Coordinate with various departments to ensure smooth execution of business priorities.
Administrative Support
- Maintain confidential records, documents, and reports.
- Handle expense claims, invoices, and administrative requirements.
Project & Operational Support
- Assist in tracking strategic initiatives and leadership action plans.
- Coordinate cross-functional projects and ensure timely completion of deliverables.
- Support leadership with data collection & coordination.
Required Skills & Qualifications
- Bachelor’s degree in business administration, Management, or a related field.
- 3–8 years of experience as an Executive Assistant, Personal Assistant, or similar role.
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and Google Workspace.
- Ability to handle confidential information with discretion.
- Strong stakeholder management and multitasking skills.
Preferred Skills:
- Experience supporting C-level executives or founders.
- Project coordination and reporting experience.
- Ability to work independently and manage multiple priorities effectively.
Key Competencies
- Attention to Detail
- Multitasking
- Professionalism & Confidentiality
- Problem-Solving
- Ownership & Accountability
- Interpersonal Skills
- Time Management
- Adaptability
Message from CEO:
We‘ve come to realize that we‘re not merely in the B2B Food service industry; we‘re in the business of ‘Capturing Hearts.‘ We find ourselves in a unique position to turn ordinary, mundane corporate cafeterias into places of pure delight, where individuals can freely express themselves, find inspiration, and share happiness. Such a profound transformation opportunity is a rare gift, where the purpose of our enterprise transcends the ordinary. If this vision resonates with you, we invite you to join us in our mission to spread joy and happiness in a world weighed down by stress and pressure. Together, let‘s play our part in making this world a more beautiful place.
