Executive Assistant

Executive Assistant

With over 100 years' accumulated experience, ZIEHL-ABEGG is the world leading fan and motor manufacturer. We are the proven leader in the fan and ventilation market, providing innovative and energy efficient solutions to our business partners and customers.

The Executive Assistant reports directly to the Managing Director and provides high-level administrative and organizational support. The role focuses on calendar and email management, coordination of reporting, preparation of executive summaries and presentations, and travel organization. The position requires sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced, international environment. The core focus of this role is proactive management of the Managing Director's calendar and inbox, coordination of internal reporting and follow-up across departments, preparation of executive summaries, briefing materials, presentations, and organization of domestic and international travel.

Your main responsibilities will be:

• Executive & Administrative Support
  • Manage complex, high-volume calendars across multiple time zones.
  • Monitor and organize executive email; flag priorities and draft responses as appropriate.
  • Prepare briefing materials, executive summaries, and talking points for meetings.
• Act as a liaison between the Managing Director and internal or external stakeholders.
• Reporting, Metrics & Documentation
  • Coordinate collection of inputs for executive reports and updates.
  • Track action items, timelines, and follow-ups across leadership meetings.
  • Support preparation of dashboards and reports in collaboration with Sales, Service, Legal and Finance.
  • Prepare meeting agendas, summaries, and action-item notes with discretion.
• Presentations & Visual Materials
  • Create, edit, and format professional presentations for executive and board use.
  • Apply consistent structure and visual standards to executive materials.
• Meetings, Events & Logistics
  • Organize and coordinate executive meetings, offsites, and leadership events.
  • Coordinate domestic and international travel, including flights, hotels, and itineraries.
  • Anticipate logistical needs before and after meetings and travel.
  • Other duties as assigned.
• What This Role Offers
  • Direct partnership with the Managing Director.
  • Exposure to executive decision-making and board-level interactions.
  • Opportunity to shape executive workflows, reporting standards, and communication.
  • A high-trust role with autonomy and visibility across the organization.

Job Requirements:

• 5+ years of experience as an Executive Assistant or Senior Administrative Assistant supporting senior leadership; equivalent experience considered.
• Experience working with international teams and multiple time zones is a plus, not a requirement.
• Advanced proficiency in Microsoft Outlook, Excel, Word, and PowerPoint.
• Experience in editing and formatting presentations; advanced design expertise is not required.
• Familiarity with Canva is a plus but not required.
• Strong organizational and prioritization skills.
• Excellent written and verbal communication skills, including preparation of executive-level materials.
• High level of discretion, professionalism, and confidentiality.
• Ability to work independently and anticipate executive needs.
• German language skills are a plus but not required.

We offer:

• Tuition Reimbursement Program- We encourage team members to continue their education to support their current or future work.
• We offer a comprehensive benefits package including Health, Dental and Vision options.
• Company-paid Life insurance, Short and Long-Term Disability insurance, and Parental leave.
• 401(k) retirement account with a generous company match
• Phenomenal work life balance offering twenty (20) days of Paid Time Off (PTO) per calendar year.
• Holidays totaling eleven days (11) per calendar year including a floating holiday of employee's choice.
• Career advancement and training opportunities
• We welcome candidates from all backgrounds and are dedicated to providing an inclusive environment where everyone feels valued and supported.
• EEO compliant employer