Executive Assistant

Freudenberg; Beverly (MA); In loco; USD 75.000 - 100.000; Tempo pieno

Descrizione del lavoro

Freudenberg Medical LLC in Beverly, MA is seeking an experienced executive assistant to support senior leadership with calendar management, travel coordination, and high-level document preparation.

You will handle confidential communications, prepare presentations in Office 365, and coordinate cross-functional projects, ensuring timely decisions and meticulous records. This role requires 8+ years of experience supporting executives in fast-paced corporate environments.

Competenze

• 8+ years of progressive administrative experience supporting senior executives (VP level+).
• Advanced proficiency in Microsoft Office with Outlook calendar, Excel, PowerPoint, and Word.
• Strong organization, time management, and attention to detail.

Mansioni

• Serve as primary contact for internal and external stakeholders, maintaining discretion.
• Manage high-volume calendars across leaders and time zones with scheduling accuracy.
• Coordinate domestic and international travel, visas, and itineraries.
• Prepare, format, and maintain professional documents and reports.
• Prepare executive expense reports and support invoicing and POs.

Conoscenze

Outlook calendar management

Excel

PowerPoint

Word

Travel coordination

Expense reporting

Communication

Organization

Formazione

High school diploma or equivalent

Associate’s degree or equivalent

Strumenti

Microsoft Office Suite

Outlook

Excel

PowerPoint

Word

Descrizione del lavoro

Working at Freudenberg: We will wow your world!

Responsibilities:

Partnership, Problem-Solving & Confidentiality

• Serve as a key point of contact for internal and external stakeholders, exercising discretion and professionalism at all times.
• Anticipate executive needs, identify potential issues, and proactively recommend solutions.
• Prepare materials for presentations, which require high-level of proficiency with Microsoft Office 365: Outlook, Word, PowerPoint, Excel, Teams, OneDrive, SharePoint and Copilot.
• Handle highly confidential and sensitive information with exceptional discretion and sound judgment.
• Support special projects and cross-functional initiatives requiring independent action, analysis, and coordination.

Calendar Management & Scheduling

• Manage and maintain complex, high-volume calendars for members of the Freudenberg Medical leadership team using Microsoft Outlook.
• Coordinate meetings across multiple stakeholders, locations, and time zones, resolving conflicts and adjusting schedules as priorities shift.
• Demonstrate superior Outlook skills, including effective use of scheduling tools, calendar sharing, meeting coordination, and follow-up.
• Prepare agendas, calendar holds, and meeting logistics to ensure efficient use of leadership time.

Travel & Logistics Coordination

• Plan and coordinate complex domestic and international travel, including flights, lodging, ground transportation, itineraries, and visa or documentation requirements as applicable.
• Manage detailed travel logistics while accommodating individual executive preferences and last-minute changes.
• Prepare comprehensive itineraries and ensure smooth execution across time zones.

Documentation, Meetings & Communications

• Prepare, format, and maintain professional documentation, reports, and correspondence with a high level of accuracy and attention to detail.
• Create, edit, and update Excel spreadsheets, PowerPoint presentations, and Word documents to support leadership meetings and operational needs.
• Coordinate meetings, conference calls, and events, including preparation of materials, agendas, and follow-up items.
• Maintain organized electronic and physical filing systems for business, financial, and personnel-related documentation.

Expense Management & Administrative Operations

• Prepare, submit, and track executive expense reports, ensuring compliance with company policies and timely reimbursement.
• Support invoice processing, purchase orders, and other administrative transactions.
• Maintain organized electronic and physical filing systems for sensitive business, financial, and personnel records.

Qualifications:

• High school diploma required; Associate’s degree or equivalent professional experience required.
• 8+ years of progressive administrative experience, including recent experience supporting senior executives (VP level and above) in a fast-paced corporate environment.
• Advanced proficiency in Microsoft Office Suite, with demonstrated strength in Outlook calendar management, Excel (spreadsheets, tracking, basic analysis), PowerPoint (presentation preparation and formatting), and Word (documentation and correspondence).
• Demonstrated expertise in managing complex executive calendars across multiple leaders and competing priorities.
• Proven experience coordinating complex domestic and international travel arrangements.
• Extensive experience preparing and managing executive expense reports.
• Exceptional organizational, time management, and problem-solving skills with outstanding attention to detail.
• Strong written and verbal communication skills with professional executive presence.
• Proven ability to work independently, exercise judgment, and adapt quickly to changing priorities.

The expected salary range for this position is $75,000 to $100,000 USD annually, depending on skills, experience, and qualifications.

The Freudenberg Group is an equal opportunity employer that is committed to diversity and inclusion. Employment opportunities are available to all applicants and associates without regard to race, color, religion, creed, gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender identity or expression, national origin, ancestry, age, mental or physical disability, genetic information, marital status, familial status, sexual orientation, protected military or veteran status, or any other characteristic protected by applicable law.

Freudenberg Medical LLC