Remote Executive Assistant

About QSIC
QSIC is reinventing in-store audio. We use Audio, Intelligence (AI) and Creativity to redefine the value of in-store audio and drive growth for retailers and brands. Our story began in Australia over a decade ago with a love for music and a simple purpose: to create value that others can’t see. We sought to bring that to life through exceptional audio experiences, so we built the leading intelligent in-store audio platform for retailers and brands. At QSIC, in-store audio has never been just “background noise.” Audio has the power to change the atmosphere, spark emotion and shift the atmosphere. When it’s seamlessly woven into an in-store experience, it doesn’t just play – it connects. It engages shoppers without distracting them, influences decisions where it matters most, and elevates the entire shopping journey. Today, QSIC technology powers thousands of stores across three continents, reaching over 100 million shoppers each month.
- QSIC’s Ad Platform removes the friction of ad production, and instantly creates targeted, brand-aligned messaging with AI. Advertisers can use our Planning solution to eliminate guesswork by having their messages dynamically placed in the market - at the right time, for maximum impact. Every ad play is recorded and verified, providing unprecedented transparency. -QSIC’s In-Store Audio solutions deliver intelligent, scalable and personalised playlists to match brand identities, and automated volume control to adjust for every moment! - QSIC Intelligence provides enhanced targeting, and predicts the right message for every moment using our data-driven insights. The QSIC Intelligence solution includes performance analytics and self-service reporting.
Our motivation is to create value that others don’t see. Our promise is to use audio, intelligence and relentless dedication to transform spaces and deliver results. We have team members based in Australia, the United States and Mexico, and received Series B funding in January 2025. We’re just getting started!
About the role
QSIC is seeking a proactive, detail-oriented, and highly organized Executive Assistant (EA) to support our Australian Co-Founders, who are based in Dallas and Los Angeles. QSIC is a rapidly growing in-store audio scaleup, which has team members located in Australia, the United States and Mexico, and works with a range of global clients, such as 7-Eleven in the United States. A highly experienced EA, you will play an essential role in ensuring the Co-Founders’ time, energy, and focus are maximized.
You will be a confident and strategic thinker, who enjoys working in a fast-paced technology company, and who is able to quickly anticipate the needs of the Founders, and partner with them to achieve key business objectives with efficiency and clarity. You will drive significant impact, by enhancing communication across QSIC globally, and becoming a trusted partner to the Founders and the QSIC leadership team during the company’s ambitious current growth trajectory. This role is required to be based in Dallas (our office is located Downtown), and offers a hybrid work schedule, with work from home and in office.
What You’ll Do
- Develop a deep understanding of QSIC’s global business, with a strong understanding of internal and external stakeholders and Co-Founder priorities. - Strategically manage Co-Founders’ calendars, ensuring their time is optimized for high-impact activities, and that all attendees’ time is respected. - Ensure all related administrative tasks, from expense submissions to document organization, are handled with a high degree of care and accuracy. - Prioritize and coordinate internal and external meetings (these could be with investors, board members, clients and/or QSIC team members), preparing meeting documents, compiling detailed documentation on discussions, communicating and keeping folks accountable for their required actions. - Act as the Co-Founders’ information hub, ensuring seamless communication between QSIC teams and their direct reports, ensuring clarity and alignment with company goals, and representing the company values. - Manage complex workflows, juggling multiple timezones, projects, deadlines, and teams. - Coordinate complex domestic and international travel, ensuring seamless itineraries that align with the Co-Founders’ priorities, and providing detail on logistics, meeting objectives, and comprehensive background information. - Handle confidential information with the utmost discretion, including drafting, reviewing and managing correspondence on behalf of the Co-Founders. - Assist with strategic decision-making by preparing reports, synthesizing complex data, and presenting complex information clearly and concisely, to help them make informed decisions at pace. - Be a process champion, streamlining QSIC’s workflows to create enhanced efficiency, creating and maintaining systems and tools to track projects and workflows, and identifying bottlenecks and improvements to help improve agility. - Create communication plans, coordinate rapid responses, and keep stakeholders informed as required, in business critical situations. - Support the Co-Founders to manage special projects that span multiple teams or departments.
About You
Experience
You must have:
- Significant experience as an Executive Assistant to a C-level executive in a high-growth technology environment. - Experience scheduling meetings and communicating with stakeholders at all levels across multiple timezones and geographies. - Demonstrated organizational abilities, able to prioritize and manage multiple tasks, ranging in complexity, in a fast-paced environment. - Experience building trusted relationships with internal and external stakeholders, ranging from external clients to Board/Director level. - Previously handled high pressure situations, and be able to demonstrate the ability to navigate ambiguity and pivot based on rapidly changing priorities and deadlines. - Strong verbal and written communication skills, capable of adapting your tone and content for different audiences, with a high attention to detail. - Proven track record of handling sensitive information with discretion and professionalism. - Strong problem solving abilities, able to quickly anticipate needs before they arise and confidently implement solutions. - A collaborative approach, able to engage with stakeholders of all levels, across multiple environments, to achieve results. - Experience using Apple products, Google suite (Gmail, Google Meet, Google Calendar, Drive) and Slack, with the ability to quickly learn new products and platforms. - Flexibility to work irregular hours to support the Co-Founders - this could include some evenings and weekends, depending on company priorities and travel schedules.
Bonus points if you have:
- Worked in a lean startup or scaleup, and understand the need to operate at pace and rapidly respond to changing business priorities. - Used project management tools (like Monday.com ), travel booking platforms (Navan), and CRMs (Salesforce) previously. - Experience managing executives located in global timezones, such as Australia (AEST). - A passion for music and the power of in-store audio!
Our Values
- Honesty First: Keep it real, mate. We celebrate frank communication that is direct, open, respectful, and fair. We choose honesty over getting it “perfect” every time. - Invent Solutions : Roll up your sleeves. We see a problem and don’t dwell on it but rather - we understand it, we own it, we solve it. We don’t see a wall, but a hurdle ready for us to take. - Learn Everyday: Soak it up.​ We have a genuine insatiable curiosity and never take ourselves too seriously. - One Team : We are all in this together. We value the diversity of our people—their nuances and differences. When we come together as a team, that’s what makes us truly great. At QSIC we recognise there is no such thing as a ‘perfect’ candidate. QSIC is a company where everyone has an opportunity. So however you identify, and whatever background you bring with you, please apply if this role interests you. QSIC is an equal opportunity employer, and we know that a diverse workforce is crucial to our success as a business!