Executive Assistant (H)

Hollingsworth & Vose; Walpole (MA); On-site; USD 40,000 - 57,000; Full time

Job summary

Hollingsworth & Vose is seeking an experienced Executive Assistant to support C-level executives in a fast-paced corporate environment in Massachusetts. The role emphasizes proactive calendar management, travel planning, and high-level project coordination.

Responsibilities include preparing presentations, coordinating events and trade shows, and maintaining confidential communications. Strong MS Office and SharePoint skills, plus Oracle ERP familiarity, are required.

Qualifications

• Associates Degree or equivalent work experience.
• 5–8 years in a corporate environment supporting C-level staff.
• Proactive, organized, ability to work with minimal supervision.
• Strong attention to detail and follow-up.
• Able to manage multiple projects with competing priorities.
• Excellent interpersonal skills to handle sensitive situations.
• Advanced knowledge of Microsoft Office products, including SharePoint.
• Familiar with Oracle Enterprise Application.

Responsibilities

• Schedules and coordinates meetings, travel, and events for executives and executives' teams.
• Gathers and prepares information for leadership discussions and Board discussions.
• Develops and formats presentations, reports, and related documents.
• Organizes large volumes of information for easy access and retrieval.
• Responds to routine inquiries and escalates as needed.
• Processes expense reports and payments accurately and timely.
• Arrange international travel authorizations and visas.
• Lead planning for internal team events and trade shows.

Skills

Proactive

Organizational skills

Interpersonal skills

Multitasking

Executive support

Education

Associates Degree or equivalent

Tools

Microsoft Office

SharePoint

Oracle ERP

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 Executives 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 coordinates meetings, travel, departmental activities, and other engagements for executives, as well as for business unit vice presidents, general managers, and members of the Commercial and Strategy team, as time permits.
• Gathers and prepares information for discussions and meetings with the internal leadership team, Board of Directors, executive staff, and external stakeholders.
• Develops and formats presentations, special reports, correspondence, memoranda, charts, tables, graphs, business plans, and related documents based on broad conceptual direction.
• Organizes and prioritizes large volumes of information to ensure efficient access and retrieval.
• Responds to routine inquiries from internal team members and external vendors, assesses priority, and escalates matters as appropriate.
• Processes expense reports and payments accurately and in a timely manner.
• Secures required travel authorizations and visas for international travel.
• Works independently and collaboratively on special assignments and ongoing projects.
• Plans, coordinates, and executes internal team events and trade show customer events.
• Monitors budgets against actual expenses for trade shows and internal and external commercial events.
• Coordinates the distribution of materials on behalf of executives, including trade show customer event invitations, customer announcements, brochures, and related communications.
• Trade Show Management: Manage all aspects of trade shows where H&V exhibits, including:
• Booth display, electrical, shipping, catering and audio/visual needs
• Hotel, and registration logistics for all attendees
• Customer event logistics
• Maintaining a spreadsheet to track all customer meetings & logistics of the event
• Organize the planning committee and take the lead on planning the event with internal and external individuals
• Kitchen Supplies: Order and stock kitchen supplies, including coffee and Bevi supplies.
• Office Supplies: Order and stock all office supplies for multiple departments.
• Serve as point person for all new hires, including: Assimilation and meet-and-greet meetings; Travel arrangements; Administrative tasks and other onboarding needs (business cards, corporate cards, etc)
• Flexibility within the traditional workday schedule, evening and weekend availability occasionally, as well as some personal tasks for executives.

EDUCATION AND EXPERIENCE:

• Associates Degree or equivalent work experience.
• 5 - 8 years in a corporate environment working for C-level staff.
• Proactive, ability to organize workload and perform tasks effectively with minimal supervision.
• Ability to determine potential solutions to problems/issues and work towards a resolution independently.
• 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.
• Advanced knowledge of Microsoft Office products required, including SharePoint
• Familiar with Oracle Enterprise Application.

_ 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 $35/hour

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.