Executive Assistant

HAHN Automation Group; Nordrhein-Westfalen; Vor Ort; EUR 52.000 - 68.000; Vollzeit

Benefits dieser Stelle

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

Zusammenfassung

HAHN Automation Group US, Inc. is seeking an experienced Executive Assistant to support the President. This role will manage the President’s calendar, filter communications, coordinate travel, and prepare briefing materials for meetings.

You will act as a trusted liaison, handling confidential information with discretion, and coordinating with internal and external stakeholders to ensure strategic priorities are advanced. Strong MS Office skills and travel flexibility are essential.

Qualifikationen

• Bachelor's degree preferred; equivalent professional experience may be considered.
• 5+ years of experience supporting a senior executive (President/CEO or similar).
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Willingness to travel to support executive activities.
• Strong meeting documentation and note-taking skills.

Aufgaben

• Manage and maintain the President's complex calendar, including meetings, appointments, travel, and special events.
• Act as a trusted gatekeeper for the President, prioritizing requests and protecting time for strategic work.
• Coordinate and prepare materials for executive meetings, leadership and board meetings.
• Prepare briefing materials, agendas, and notes identifying outstanding decisions.
• Prepare correspondence, reports, presentations, and other executive documents.
• Serve as liaison between the President and internal/external stakeholders.
• Screen and prioritize communications and manage the inbox within delegation boundaries.
• Maintain trackers of actions, deadlines, and status; follow up with owners and escalate issues.

Kenntnisse

Calendar management

Executive support

Communication

Meeting coordination

Proactive prioritization

Travel planning

Note taking

Discretion

Ausbildung

Bachelor's degree preferred

Tools

Microsoft Office 365

Outlook

Word

Excel

PowerPoint

Jobbeschreibung

• 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 elevate 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.

Position description

Job title

Executive Assistant

Employment type

Full Time

Job Description

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 elevate 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.

Requirements

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.

Benefits

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