Executive Administrative Assistant

MKS Instruments, Inc.; United States; On-site; USD 50,000 - 83,000; Full time

Benefits offered by this job

Health insurance

401(k) with company match

Paid holidays

Vacation days

Parental leave

Tuition reimbursement

Job summary

MKS Instruments, Inc. is seeking an Executive Administrative Assistant to support C-suite executives in a fast-paced environment, providing discreet, professional coordination across calendars, travel, and meeting materials.

You will manage board and corporate reporting calendars, plan large events, coordinate complex global travel, handle expense reporting and invoicing, and maintain confidential office operations daily.

Qualifications

• Associate degree required; BA/BS Degree preferred, or equivalent mix of education and experience.
• A minimum of 5 years’ experience supporting senior executive level/C‑Suite required.
• Demonstrated effective verbal and written communication skills and interpersonal skills required at all levels both within and outside of the organization.
• Ability to prioritize and multitask in a fast‑paced and deadline driven environment is a must.
• Ability to exercise highest levels of discretion with sensitive/confidential material or matters.

Responsibilities

• Work for the EVP, COO while also providing as needed support to EVP, Global Strategic Markets and GM, MSD, provide seamless professional administrative support with the highest levels of confidentiality.
• Proactively manage various activities including Board & Corporate Reporting calendars, Agendas, planning large events, itineraries and offsite meetings, making complex global travel arrangements, expense reporting, invoice processing and more.
• Maintain calendars, which frequently change and often require coordination with other executive calendars.
• Review, edit and proof‑read board, committee and executive meeting materials.
• Serve as a liaison for a variety of external boards and top customers.
• Maintain the Executive office area.

Skills

Executive support

Communication

Multitasking

Discretion

Team collaboration

MS Office365

Education

Associate degree

BA/BS preferred

Tools

Boardvantage

Oracle

Job description

We are looking for an exceptional Executive Administrative Assistant who excels in a fast-paced environment with a calm but effective get-it-done approach, and who can juggle a multitude of responsibilities. You are skilled at supporting members of the C-suite with the ability to accomplish tasks both independently as well as working as part of a tight-knit administrative team.

In this role, you will be responsible for a variety of administrative activities including the below: Working for the EVP, COO while also providing as needed support to EVP, Global Strategic Markets and GM, MSD, provide seamless professional administrative support with the highest levels of confidentiality Proactively managing various activities including: Board & Corporate Reporting calendars, Agendas, planning large events, itineraries and offsite meetings, making complex global travel arrangements, expense reporting, invoice processing and more. Maintaining calendars, which frequently change and often require coordination with other executive calendars Reviewing, editing and proof‑reading board, committee and executive meeting materials Serving as a liaison for a variety of external boards and top customers Maintaining the Executive office area.

Key Responsibilities

• Work for the EVP, COO while also providing as needed support to EVP, Global Strategic Markets and GM, MSD, provide seamless professional administrative support with the highest levels of confidentiality.
• Proactively manage various activities including Board & Corporate Reporting calendars, Agendas, planning large events, itineraries and offsite meetings, making complex global travel arrangements, expense reporting, invoice processing and more.
• Maintain calendars, which frequently change and often require coordination with other executive calendars.
• Review, edit and proof‑read board, committee and executive meeting materials.
• Serve as a liaison for a variety of external boards and top customers.
• Maintain the Executive office area.

Qualifications

• Associate degree required; BA/BS Degree preferred, or equivalent mix of education and experience
• A minimum of 5 years’ experience supporting senior executive level/C‑Suite required
• Demonstrated effective verbal and written communication skills and interpersonal skills required at all levels both within and outside of the organization, from C‑suite level leaders and manufacturing floor employees, to external customers, outside service providers and other guests of the company, in person, via email or phone
• Ability to prioritize and multitask in a fast‑paced and deadline driven environment is a must
• Ability to exercise highest levels of discretion with sensitive/confidential material or matters
• Ability to exercise judgement and drive results independently, as well as to work effectively and collaboratively with the broader administrative team
• Strong MS Office365 skills including Outlook, PowerPoint, Excel and Word required; Boardvantage and Oracle preferred, but not required

Physical Demands & Working Conditions

• Perform activities such as sitting, standing, or typing for extended periods of time
• Regularly requires good manual dexterity and coordination
• Must be able to communicate information and ideas so others will understand
• Must be able to exchange accurate information
• The ability to observe documents and details at close range (within a few feet of the observer)

Compensation & Benefits

• Salary Pay Range: $ 35.81 - $59.78 hourly.. This range is a good faith estimate of the expected hourly range for this position, based on a wide range of factors including qualifications, experience and training, operational and business needs and other considerations permitted by law.
• Bonus: This position is eligible for a discretionary annual bonus, in an amount to be determined by MKS [or as applicable].
• Benefits: MKS offers a comprehensive benefits package, including health insurance coverage (medical, dental and vision), 401(k) with company match, life and disability insurance, 12 paid holidays, sick time, 15 paid vacation days, [6 weeks fully paid] parental leave, adoption assistance and tuition reimbursement [and for participation in any stock programs, signing bonus, etc.].

MKS is an equal opportunity employer, including disability, veteran status and all categories protected by law.

Please review our EOE statements for additional details.

MKS is generally only hiring candidates who reside in states where we are registered to do business.

Globally, our policy is to recruit individuals from wide and diverse backgrounds.

However, certain positions require access to controlled goods and technologies subject to the International Traffic in Arms Regulations (ITAR) or Export Administration Regulations (EAR).

Applicants for these positions may need to be "U.S. persons." "U.S. persons" are generally defined as U.S. citizens, noncitizen nationals, lawful permanent residents (or, green card holders), individuals granted asylum, and individuals admitted as refugees.

MKS Inc. and its affiliates and subsidiaries ("MKS") is an affirmative action and equal opportunity employer: diverse candidates are encouraged to apply.

We win as a team and are committed to recruiting and hiring qualified applicants regardless of race, color, national origin, sex (including pregnancy and pregnancy-related conditions), religion, age, ancestry, physical or mental disability or handicap, marital status, membership in the uniformed services, veteran status, sexual orientation, gender identity or expression, genetic information, or any other category protected by applicable law.

Hiring decisions are based on merit, qualifications and business needs.

We conduct background checks and drug screens, in accordance with applicable law and company policies.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment.

An employer who violates this law shall be subject to criminal penalties and civil liability.

MKS is committed to working with and providing reasonable accommodations to qualified individuals with disabilities.

If you need a reasonable accommodation during the application or interview process due to a disability, please contact us at: [e-mail].

At MKS, it's all about courage, big ideas, and a serious passion for innovation. Winning here is about exploring possibilities, taking action, and solving our customers’ toughest challenges. It's not just a job – it's what you make of it. While you shape your role and make it unique, we invest in you with on-the-job and formal training, as well as educational assistance. Curiosity is key at MKS - ask questions, own your path. Our success comes from celebrating the unique skills, diverse perspectives, and lived experience of employees from over 100 countries. The goal is to make sure that everyone feels that they belong. Diversity isn't just a nice-to-have; making sure everyone feels included is a big deal for us. Our group of ~10,000 employees serves semiconductor manufacturing, electronics and packaging, and specialty industrial markets. With over 3,800 patents, our products are enabling advancements in 5G, renewable energy & storage, artificial intelligence, cloud technology, and big data. We're the behind-the-scenes support for some amazing technology. MKS Inc., enables technologies that transform our world. MKS Inc, Product Overview