Executive Assistant

Executive Assistant

Essential Responsibilities:

• Manage and maintain the President's complex calendar, including meetings, appointments, travel, and special events.
• Act as a trusted gatekeeper for the President, proactively prioritizing meeting requests, communications, and commitments based on business importance; protect time for strategic work, preparation, and critical decisions.
• Coordinate and prepare materials for executive meetings, leadership meetings, board meetings, and other organizational events.
• Prepare the President for key meetings by assembling relevant background information, prior decisions, open action items, agendas, and concise briefing materials; identify outstanding decisions and required preparation in advance.
• Prepare correspondence, reports, presentations, agendas, meeting minutes, and other executive documents.
• Serve as a professional point of contact and liaison between the President and internal and external stakeholders.
• Screen and prioritize communications, including email, phone calls, and correspondence.
• Manage the President's inbox within agreed delegation boundaries, organizing and flagging messages, identifying items requiring executive attention, drafting responses, and responding to routine matters on the President's behalf when authorized.
• Maintain a centralized tracker of the President's actions and commitments, including owners, deadlines, and status; proactively follow up with responsible leaders, flag overdue items and obstacles, and escalate exceptions requiring the President's attention.
• Handle confidential, sensitive, and proprietary information with a high degree of discretion.
• Assist with planning and coordinating company events, executive functions, and leadership activities.
• Conduct research and compile information for the President as requested.
• Maintain organized electronic and physical files and executive records.
• Draft and proofread communications on behalf of the President.
• Assist with special projects and organizational initiatives requiring executive-level coordination.
• Anticipate potential scheduling, communication, and administrative needs and proactively address them.
• Exercise constructive judgment by respectfully challenging overcommitments, flagging overlooked risks or conflicting priorities, and recommending practical alternatives when needed.
• Establish and maintain effective working relationships with employees, executives, clients, vendors, and other stakeholders.
• Coordinate travel arrangements, itineraries, accommodations, and expense reports for the President and, as appropriate, accompany the President during business travel.
• Attend designated meetings and discussions to take detailed and accurate notes, documenting key decisions, action items, responsibilities, and follow-up needs.
• Prepare and distribute meeting notes, summaries, and action-item lists as appropriate, and monitor follow-up to help ensure commitments are completed timely.

Required Qualifications:

• Bachelor's degree preferred; equivalent professional experience may be considered.
• 5+ years of experience supporting a senior executive, preferably a President, CEO, or other C-suite leader.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Willingness and ability to travel as needed to support the President and organizational business activities.
• Strong meeting documentation and note-taking skills, with the ability to accurately capture important information, decisions, and action items during meetings and discussions.
• Ability to maintain confidentiality and exercise sound judgment when documenting sensitive or executive-level discussions.
• Strong attention to detail and accuracy.
• Ability to prioritize competing demands and work effectively under pressure.
• Excellent interpersonal and relationship-building skills.
• Strong proficiency with Microsoft Office or Microsoft 365, including Outlook, Word, Excel, and PowerPoint.
• Comfortable using modern productivity and AI tools to summarize meetings, draft communications, organize information, conduct research, and improve executive workflows; verify outputs and follow company requirements for confidential information and approved tools.
• Ability to exercise independent judgment and anticipate executive needs.

Preferred Qualifications:

• Experience supporting a President or CEO in a corporate, nonprofit, healthcare, education, or similarly complex organization.
• Experience coordinating board or executive leadership meetings.
• Experience preparing executive presentations and reports. Familiarity with project management and task-tracking tools.
• Experience managing complex travel arrangements and executive expenses.
• Experience supporting a geographically distributed, multi-site organization and coordinating with international leadership across time zones.

HAHN Automation Group US, Inc. offers the following benefit options:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• HSA/FSA Options
• Accident Insurance
• Critical Illness Insurance
• Short-term, Long-term Insurance, & Life Insurance
• 401K
• Vacation/Sick/Holiday