Assistant, Executive (S)

HOLLINGSWORTH & VOSE COMPANY; East Walpole (MA); On-site; USD 72,000 - 88,000; Full time

Job summary

Hollingsworth & Vose seeks an experienced administrative professional to support senior commercial and strategy staff. You will schedule meetings, organize travel, prepare presentations, and manage complex information flows, enabling executives to focus on strategic priorities.

The role requires 5–8 years in a corporate setting, strong MS Office skills, and experience with ERP systems like Oracle and Salesforce. A proactive, detail-oriented approach is essential for success in this environment.

Qualifications

• Associate degree or equivalent work experience.
• 5-8 years in a corporate environment supporting executives.
• Advanced knowledge of Microsoft Office products.
• Familiar with Oracle Enterprise Application.
• Experience with Salesforce preferred.
• Ability to organize workload and perform tasks with minimal supervision.
• Strong attention to detail and follow up.
• Able to manage multiple projects simultaneously and handle competing priorities.
• Excellent interpersonal skills to handle sensitive situations across all levels.

Responsibilities

• Schedules and organizes activities for VP/GM and commercial team.
• Prepares information for discussions with shareholders, board members, executives.
• Prepares presentations, reports, and correspondence from broad themes.
• Organizes large volumes of information, mail, inquiries, and calls.
• Resolves routine inquiries and escalates as needed.
• Processes expense reports and payments.
• Coordinates travel authorizations and international visas.

Skills

Executive support

Organizational skills

Discretion & confidentiality

Interpersonal skills

Education

Associate degree

Tools

Microsoft Office

Oracle Enterprise

Salesforce

Job description

H&V is a global leader in filtration and energy storage solutions. Our advanced materials are used in nearly every industry and touch every aspect of modern life. Wherever you work, live or travel, chances are an H&V solution is close by, contributing to a cleaner, healthier, more sustainable world. H&V serves the world from 13 strategically located facilities. Our footprint in the Americas, Europe and Asia lets us meet the unique requirements of global and regional customers efficiently, accurately and cost effectively, while capturing supply chain efficiencies. These advantages help make H&V a valuable partner and a true worldwide leader. Our success comes from our ability to adapt, our values and the people of H&V. We act with integrity, and we treat customers, partners and each other with dignity and respect. We live these values every day and could not have prospered for more than 200 years without them.

SUMMARY: Provides day to day administrative and project support to commercial and strategy professionals for multiple business units. Assumes responsibility for a wide variety of situations to increase the time available for Executive to carry out executive level duties and functions. Requires broad knowledge of organizational operations and policies, a high level of experience, discretion and technical skill and the ability to operate with great latitude for independent judgment and initiative.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Schedules and organizes activities such as meetings, travel, and department activities for business unit VP&GMs and all members of the commercial and strategy team.
• Collects and prepares information for use in discussions and meetings with Company shareholders, Board of Directors, executive staff members, and outside individuals.
• Prepares and designs presentations, special reports, general correspondence, memos, charts, tables, graphs, business plans, presentations and other similar documents from broad, conceptual themes.
• Organizes and prioritizes large volumes of information, mail, inquiries and phone calls.
• Resolves routine inquiries, determines appropriate level of priority, and escalates as necessary.
• Processes expense reports and payments.
• Obtains applicable travel authorizations and Visas required for international travel.
• Works independently and within a team on special and ongoing projects.
• Plans, coordinates, and executes company-wide and customer events.
• Tracks budget to actual expenses and reports variances.
• Types, edits, proofs and coordinates the preparation and distribution of all promotional materials such as Manuals, Technical handouts, advertising kits and bulletins.
• Coordinates the administration of literature for commercial or strategy programs.
• Manages and updates the department's internal data base of contacts including customer lists, press release mailing lists and listing of trade associations.
• Coordinate mailing of price changes, trade show invitations, customer announcements, brochures, samples and technical data sheets to customers, and respond to requests for information generated from website.
• Provides daily back up for personal and lunch breaks for Receptionists.

EDUCATION AND EXPERIENCE:

• Associates Degree from a secretarial school or equivalent work experience.
• 5 - 8 years in a corporate environment working for executive level staff.
• Advanced knowledge of Microsoft Office products required.
• Familiar with Oracle Enterprise Application.
• Experience with Salesforce preferred.
• Ability to organize workload and perform tasks effectively with minimal supervision.
• Ability to determine potential solutions to problems/issues and works to resolution.
• Strong attention to detail and follow up.
• Able to manage multiple projects simultaneously and work with competing priorities.
• Excellent interpersonal skills to handle sensitive and confidential situations and work with all levels of the organization.

Hollingsworth & Vose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status.

Salary starting at $80,000

Hollingsworth & Vose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status.

Together, Our People Create Solutions for a Cleaner World For over 200 years, Hollingsworth & Vose has been building advanced materials that power cleaner air, cleaner water, and healthier lives. But none of this happens without our people. At H&V, your career isn't just a job—it's an opportunity to grow, contribute, and create impact alongside a global team dedicated to solving the world's biggest challenges. We believe that when individuals grow, our ability to solve those challenges grows too. Ready to build something meaningful? Our Three Pillars PURPOSE AND LONGEVITY Work That Matters—Grounded in Our Heritage, Built for Generations to Come We create solutions that contribute to a cleaner, more sustainable world. Your work here is part of a legacy of impact that spans 300 years. PEOPLE-FIRST AND GROWING LEADERSHIP Contribution That's Valued We invest in our people—recognizing your contributions, supporting your growth, and fostering a workplace where you're respected and your voice matters. INNOVATION AND IMPACT Innovation That Solves The Biggest Challenges Innovation at H&V means solving complex problems through collaboration and expertise. We develop advanced materials and technologies that help customers build cleaner futures.

About Hollingsworth & Vose A Global Leader in Filtration and Energy Storage Solutions H&V is a global leader in advanced materials used across nearly every industry. For nearly 300 years, we've helped create a cleaner, more sustainable world.

Why Join Us:

• Opportunity to work on solutions that matter globally
• Proven innovation and industry leadership
• Inclusive, collaborative culture built on integrity and respect
• Career growth and development in a supportive environment
• Equal opportunity employer committed to diversity and inclusion

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Hollingsworth & Vose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status.

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