Senior Executive Assistant

• Career Development
• Competitive Compensation and Benefits
• Pay Transparency
• Global Opportunities

Learn More Here: https://www.dematic.com/en-us/about/careers/what-we-offer/

Dematic provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

The base pay range for this role is estimated to be $78,750-$115,500 at the time of posting. Final compensation will be determined by various factors such as work location, education, experience, knowledge, and skills.

What You'll Do in This Role:

Strategic & Operational Partnership

• Gatekeeping & Prioritization: Serve as the first point of contact for executive inquiries. Screen calls, emails, and visitors to ensure focused use of executive time.
• Thought Partnership: Act as a trusted advisor to the CFO and leadership team in the execution of key initiatives and communication strategy.
• Project Management: Lead or support strategic projects from inception to delivery. Track progress on goals, manage timelines, coordinate with stakeholders, and ensure deliverables are met.
• Briefing & Decision Support: Compile data and research, prepare decision-ready reports, and support critical analysis to facilitate executive decision-making.
• Data Entry and Record Keeping: Maintain accurate records, databases, and contact lists, ensuring data integrity and accessibility.

Executive and Administrative Support

• Calendar & Meeting Management: Oversee complex calendars and schedules, resolving conflicts and anticipating needs, including global travel and executive-level meetings. Ensure calendar blocks for strategic preparation, especially for board meetings and leadership reviews.
• Travel Planning: Arrange detailed international and domestic itineraries including flights, accommodations, transportation, and visa requirements. Provide contingency planning and ensure no disruption to critical responsibilities.
• Correspondence & Documentation: Draft, proof, and send professional communications. Maintain highly organized digital and physical files for contracts, reports, and confidential materials.
• Meeting Preparation: Prepare and distribute agendas, presentation decks, and briefing documents; attend meetings as needed to capture minutes and track action items.
• Expense & Office Management: Manage executive expense reporting and support office operations, including coordination with IT, HR, and facility teams as needed.

Process Improvement & Efficiency

• Workflow Optimization: Identify inefficiencies across administrative and operational workflows. Implement improved tools, processes, or automation solutions (e.g., Microsoft 365, AI-based scheduling tools).
• Technology Utilization: Leverage productivity and collaboration tools (Teams, Zoom, PowerPoint, Excel, SharePoint) and explore emerging tech solutions to increase efficiency across the admin function.
• Cross-functional Coordination: Liaise across Finance, Legal, HR, and IT to ensure alignment, resolve blockers, and drive smooth operations.

Team & Culture Support

• Internal Communication: Ensure clarity and consistency in executive communication within the organization.
• Event Coordination: Plan and execute leadership offsites, internal meetings, board meetings, and company events.
• New Hire Onboarding: Partner with HR to onboard new leaders or admin staff, ensuring a seamless transition and setup.
• Mentorship & Collaboration: Support and mentor junior administrative staff, encouraging collaboration and shared success.

Confidentiality & Compliance

• Sensitive Information Management: Handle all confidential and sensitive information with the highest level of discretion and security.
• Policy Adherence: Ensure administrative processes align with organizational policies and regulatory requirements.

What We're Looking For:

• Bachelor's degree or equivalent experience preferred.
• 5+ years of experience supporting senior executives in a global, matrixed environment.
• Exceptional communication, organizational, and time-management skills.
• Advanced proficiency in Microsoft Office Suite, Teams, Zoom, and project management tools.
• High emotional intelligence, professionalism, and the ability to anticipate needs and proactively resolve issues.
• Experience managing complex projects, travel, and sensitive communications.
• Ability to maintain composure under pressure, manage competing priorities, and meet tight deadlines with grace.
• A service-driven, can-do attitude with a desire to grow and contribute to a high-performing team.