Executive Assistant

HAHN Group GmbH; Miamisburg (OH); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical Insurance

Vision Insurance

HSA/FSA Options

Critical Illness Insurance

Life Insurance

401K

Vacation/Sick/Holiday

Job summary

HAHN Automation Group US, Inc. is seeking an experienced Executive Assistant to support the President with calendar management, travel planning, board-ready materials, and confidential communications.

You will act as a trusted liaison with internal and external stakeholders, coordinate meetings, and help drive executive workflows using modern productivity and AI tools. The role requires strong organizational skills, 5+ years of experience supporting a senior executive, and excellence in written

Qualifications

• Bachelor's degree or equivalent professional experience.
• 5+ years supporting a senior executive (President/CEO).
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Willingness to travel as needed.
• Strong meeting documentation and note-taking skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Attention to detail and accuracy.
• Ability to prioritize under pressure.
• Excellent interpersonal and relationship-building skills.
• Proficiency with Microsoft Office 365 and modern productivity tools.

Responsibilities

• Manage and maintain the President's calendar, meetings, travel, and events.
• Prioritize meeting requests and protect time for strategic work.
• Coordinate and prepare materials for executive and board meetings.
• Prepare briefing materials and track action items.
• Draft and proofread communications and executive documents.
• Serve as liaison between the President and stakeholders.
• Screen and prioritize communications and manage inboxes as delegated.
• Maintain centralized tracker for actions and deadlines.
• Coordinate travel arrangements and expenses for the President.
• Attend meetings to take notes and summarize decisions and actions.
• Plan and coordinate company events and executive functions.
• Conduct research and compile information for the President.

Skills

Calendar management

Executive support

Communication skills

Travel coordination

Note taking

Confidentiality

MS Office 365

AI productivity tools

Education

Bachelor's degree

Tools

Outlook

Word

Excel

PowerPoint

Job description

• 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.

HAHN Automation Group US, Inc. offers the following benefit options:

• Medical Insurance
• Vision Insurance
• HSA/FSA Options
• Critical Illness Insurance
• Short-term, Long-term Insurance, & Life Insurance
• 401K
• Vacation/Sick/Holiday

Organisation

The HAHN Automation Group is the global solution partner for factory automation. The company stands for industry-specific know-how, an extensive project portfolio, and a global organization with a focus on providing service all from a single source. From manual stations to semi-automated cells and full production lines, 1,600 employees across 20 locations worldwide work on custom solutions. In addition, the digital product portfolio helps manufacturers gain a competitive edge by increasing efficiency and paving the way to a smart factory. Customers in the Automotive, Consumer Goods, Electronics, and MedTech industries have benefited from our expertise for more than 30 years of providing experience and international innovation.