Job Description

The Executive Assistant plays a critical role in enabling the effectiveness and productivity of senior leaders within Engineering and Operations. This position provides a broad range of administrative, operational, and coordination support while serving as a key point of contact for internal and external stakeholders.

The successful candidate will manage executive schedules, coordinate travel and meetings, support organizational initiatives, facilitate cross-functional collaboration, and ensure seamless day-to-day operations. This role requires exceptional organizational skills, strong business judgment, discretion, and the ability to anticipate needs in a dynamic global environment.

Specific Responsibilities

Executive Support

• Manage complex and dynamic calendars for Engineering and Operations executives, including prioritization of meetings, scheduling conflicts, and changing business priorities.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, visas, and detailed itineraries.
• Prepare and submit accurate and timely expense reports.
• Screen and prioritize incoming communications to support efficient executive decision-making.
• Serve as a liaison between executives and internal and external stakeholders.

Meeting & Event Coordination

• Organize and coordinate executive meetings, leadership reviews, staff meetings, offsite events, and company-wide meetings.
• Prepare agendas, presentations, meeting materials, and follow-up action items.
• Coordinate conferences, customer visits, vendor meetings, and other business events.
• Schedule and coordinate candidate interviews with hiring managers, recruiters, and interview teams.

Administrative & Operational Support

• Maintain accurate records, files, and documentation while ensuring confidentiality and compliance with company policies.
• Support day-to-day office and departmental administrative activities.
• Assist with purchase requisitions, invoices, and other operational processes.
• Track action items and key deliverables to support organizational effectiveness.
• Handle special projects and additional responsibilities as assigned.

Global Coordination & Collaboration

• Coordinate meetings and communications across global teams and multiple time zones.
• Facilitate collaboration among Engineering, Operations, Supply Chain, Finance, Human Resources, and other cross-functional partners.
• Support planning and logistics for leadership meetings, strategic reviews, and organizational initiatives.

Skills Required

• Exceptional organizational, planning, and time management capabilities.
• Strong attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Strong problem-solving skills with the ability to anticipate executive needs.
• Proven ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism, discretion, and integrity.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to build effective relationships across all levels of the organization.
• Strong collaboration skills in a global, cross-functional environment.

Background Desired

• Associate degree, business school certification, or an equivalent combination of education and experience.
• 5+ years of executive administrative support experience, preferably supporting senior leaders in engineering, operations, technology, or manufacturing environments.
• Experience supporting multiple executives simultaneously.
• Experience coordinating international travel and managing global meetings across multiple time zones.
• Familiarity with enterprise systems such as Concur, SAP, Oracle, or similar business applications.
• Experience in semiconductor, technology, engineering, or manufacturing environments preferred.

Success Factors

The successful candidate will:

• Demonstrate a high level of professionalism, discretion, and integrity.
• Anticipate executive needs and proactively resolve issues.
• Build effective relationships across all levels of the organization.
• Thrive in a fast-paced, constantly evolving environment.
• Communicate effectively and collaborate across Engineering, Operations, Human Resources, Finance, and other cross-functional teams.