Executive Assistant

MaintainX is the world's leading AI-powered maintenance and asset management platform, serving 14,000+ customers including Duracell, Shell, Cintas, and Brenntag. We raised $150M in Series D funding led by Bessemer Venture Partners and Bain Capital Ventures, bringing our total funding to $254M. We were named to the Forbes 2025 Cloud 100, the definitive ranking of the top 100 private cloud companies in the world. We're growing fast and hiring the talent to match.

Our Executive Assistant will provide direct support to the CEO and one VP within the fast-paced environment of a quickly growing company, MaintainX.

The ideal candidate will have superior critical thinking and organizational skills to streamline workflows and solve a wide variety of challenges. They will also be particularly personable, as they will constantly interact with a wide range of operators, internally and externally.

This role will be based in the MaintainX Miami office in a hybrid capacity, along with occasional travel potentially required.

What you'll do:

Executive Calendar Leadership:

• Oversee complex and dynamic calendar management for our leader, ensuring the thoughtful prioritization of competing requests. Proactively anticipate scheduling needs, resolve conflicts with sound judgment, and provide strategic recommendations that support seamless daily operations.

Global Travel & Logistics Management:

• Plan, coordinate, and supervise intricate domestic and international travel itineraries. Manage visas, transportation, lodging, and on-site logistics. Ensure timely and accurate preparation, submission, and reconciliation of all travel-related expenses.

Executive Preparedness & Communication Flow:

• Keep our leader fully informed of upcoming commitments, priorities, and required follow-ups. Anticipate needs in advance of meetings, presentations, and conferences to ensure optimal preparation and flawless execution.

Cross-Functional Coordination:

• Collaborate across departments to organize calendars, orchestrate complex activities, and support internal and external engagements, conferences, and strategic initiatives.

Issue Management & Prioritization:

• Assess, research, and triage incoming issues and inquiries—including high-sensitivity matters—determining the appropriate course of action, response, or delegation.

Professional Correspondence & Documentation:

• Draft polished correspondence, memoranda, spreadsheets, charts, and presentations. Maintain a high standard of accuracy through diligent proofreading and editorial judgment.

Presentation & Information Management:

• Develop compelling presentations, distribute critical information, and coordinate cross-team efforts as needed. Establish and maintain efficient information and document management systems.

Financial Administration:

• Prepare, process, and track expense reports with accuracy and timeliness.

Event & Meeting Coordination:

• Plan and execute meetings, team gatherings, and executive-level events with precision, creativity, and attention to detail. Manage on-site visits and ensure all logistics are executed flawlessly.

Liaison & Relationship Management:

• Serve as a trusted representative of the CEO, acting as a bridge to internal teams, cross-functional leaders, and external partners. Cultivate strong, collaborative relationships across all levels of the organization.

Operational Excellence:

• Exercise sound judgment in planning, prioritizing, and organizing a diverse workload. Recommend enhancements to office procedures, workflows, and best practices to improve efficiency and effectiveness.

Confidentiality & Compliance:

• Uphold the highest standards of discretion and professionalism when handling sensitive, strategic, and confidential information.

Office & Cultural Stewardship:

• Support office-based events and initiatives involving executive leadership. Champion and model the company’s culture and core values in all interactions, fostering a positive and high-performing environment.

About you:

• Bachelor's Degree (preferred but not required)

• 5+ years of experience in an Executive Assistant or high-level administrative support role.

• Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, etc.) and other collaboration tools

• A track record of working closely and efficiently to support C-level executive leaders in a fast-paced global business.

• Strong interpersonal, written, and oral communication skills.

• High levels of tact and good judgement in confidential situations and proven experience of interacting with executive management.

• An ability and willingness to adapt to a rapidly changing business.

• Effective collaboration and communication skills are required, including information exchange with internal and external contacts.

What’s in it for you:

• 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.