Executive Assistant

Job Description

Job Description

Reports to: President, North America
Travel: Approximately 20–30% domestic travel, with some international travel, including overnight stays

Are you the person who keeps everything moving?

Do you thrive in a fast-paced environment where priorities can change quickly, details matter, and your ability to anticipate what’s needed can make a real difference?

HAHN Automation Group US is looking for an Executive Assistant to the President who can serve as a trusted executive partner and not simply manage a calendar. In this role, you’ll help the President stay focused on the organization’s most important priorities by managing information, coordinating complex schedules and travel, preparing for critical meetings, tracking follow-up, and connecting people across a geographically distributed organization.

This is a high-visibility role for someone who brings exceptional organization, judgment, communication, discretion, and initiative to everything they do.

What You’ll Do

• Manage and maintain the President’s complex calendar, including meetings, appointments, travel, and special events.
• Serve as a trusted gatekeeper, helping prioritize meeting requests, communications, and commitments based on business importance.
• Prepare the President for key meetings by gathering background information, prior decisions, open action items, agendas, and briefing materials.
• Coordinate and prepare materials for executive, leadership, and board meetings.
• Prepare correspondence, reports, presentations, agendas, meeting minutes, and other executive communications.
• Manage the President’s inbox, organizing and prioritizing communications and identifying items requiring executive attention.
• Coordinate domestic and international travel arrangements, itineraries, accommodations, and expenses.
• Travel with and support the President during business travel as needed.
• Attend designated meetings and accurately document key decisions, action items, responsibilities, and follow-up needs.
• Maintain a centralized tracker of the President’s actions and commitments and proactively follow up to ensure completion.
• Serve as a professional point of contact between the President and employees, executives, clients, vendors, and other stakeholders.
• Handle confidential, sensitive, and proprietary information with a high degree of discretion.
• Conduct research and compile information for the President as requested.
• Assist with company events, executive functions, leadership activities, special projects, and organizational initiatives.
• Anticipate scheduling, communication, and administrative needs and proactively address them.
• Exercise sound judgment by identifying conflicting priorities, potential risks, or overcommitments and recommending practical alternatives.

Required:

• 5+ years of experience supporting a senior executive, preferably a President, CEO, or other C-suite leader.
• Bachelor’s degree preferred; equivalent professional experience may be considered.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Strong interpersonal and relationship-building skills.
• Ability to prioritize competing demands and work effectively under pressure.
• Strong meeting documentation and note-taking skills.
• Ability to maintain confidentiality and exercise sound judgment with sensitive information.
• Strong proficiency with Microsoft Suite, including Outlook, Teams, Word, Excel, and PowerPoint.
• Ability to exercise independent judgment and anticipate executive needs.
• Willingness and ability to travel approximately 20–30% domestically, with some international travel.

Preferred:

• Experience directly supporting a President or CEO.
• Experience coordinating executive or board meetings.
• Experience preparing executive presentations and reports.
• Experience managing complex executive travel and expenses.
• Familiarity with project management or task-tracking tools.
• Experience supporting a geographically distributed, multi-site organization.
• Experience coordinating with international leadership across multiple time zones.
• Comfort using modern productivity and AI tools to improve executive workflows.

If you’re an experienced executive support professional who enjoys being one step ahead, thrives on organization and problem-solving, and is comfortable supporting a leader who travels and operates across a global organization, we’d like to hear from you.

The HAHN Automation Group is a global solution partner for factory automation. We offer industry-specific know-how, an extensive project portfolio, and a global organization with a focus on providing service all from a single source.

With facilities located in Hebron KY, Queretaro MX, Miamisburg OH, Brooklyn Park MN, and Columbia SC the HAHN Automation Group is a full-service, specialty machine builder—engineering, manufacturing, installing, and servicing custom application assembly and test equipment specifically in support of customers in Med-Tech, Automotive, and Transformation Technology industries. Our mission is to partner with our customers as a premier provider of innovative, well-engineered manufacturing systems and solutions to enhance their competitive advantage.

Company Description

The HAHN Automation Group is a global solution partner for factory automation. We offer industry-specific know-how, an extensive project portfolio, and a global organization with a focus on providing service all from a single source.\n\nWith facilities located in Hebron KY, Queretaro MX, Miamisburg OH, Brooklyn Park MN, and Columbia SC the HAHN Automation Group is a full-service, specialty machine builder—engineering, manufacturing, installing, and servicing custom application assembly and test equipment specifically in support of customers in Med-Tech, Automotive, and Transformation Technology industries. Our mission is to partner with our customers as a premier provider of innovative, well-engineered manufacturing systems and solutions to enhance their competitive advantage.