Executive Assistant, Human Resources

Crane NXT; Waltham (MA); On-site; USD 70,000 - 90,000; Full time

Job summary

Crane NXT, a technology firm in Waltham, is looking for an Executive Assistant to support the Chief People Officer. The ideal candidate should have exceptional organizational skills, a proactive attitude, and experience in managing complex schedules and travel arrangements. Responsibilities include preparing meeting materials, drafting correspondence, and supporting onboarding for new hires. Candidates with a Bachelor's Degree and extensive experience in executive support are preferred. The position promotes a collaborative environment and requires discretion in handling confidential information.

Qualifications

• Experience supporting a senior executive in a fast-paced, corporate environment.
• Proficiency in managing complex calendars and travel arrangements.
• Ability to maintain confidentiality and professionalism.

Responsibilities

• Manage the executive’s calendar, making scheduling decisions.
• Prepare materials for meetings and draft correspondence.
• Coordinate travel arrangements and expense reports.
• Assist in creating presentations and reports for meetings.

Skills

Organizational skills

Attention to detail

Communication skills

Problem-solving

Microsoft Office Suite expertise

Education

Bachelor's Degree

Tools

Microsoft PowerPoint

Microsoft Excel

Concur

Diligent board portal

Job description

About Us

Crane NXT is a premier industrial technology company that provides proprietary and trusted technology solutions to secure, detect, and authenticate what matters most to its customers. The company pioneered advanced, proprietary micro-optics technology for securing physical products. Its sophisticated electronic equipment and associated software leverage proprietary core capabilities with detection and sensing technologies.

Position Overview

We are seeking a dynamic, organized, self‑starter to be the Executive Assistant to the Chief People Officer. The ideal candidate will possess exceptional organizational skills, impeccable attention to detail, and the ability to thrive in a fast‑paced environment. This role requires a proactive individual capable of complex, global calendar and email management and coordinating travel arrangements. The executive assistant must exhibit professionalism, discretion, and the capacity to handle confidential information with sensitivity. Based in Waltham, this role partners closely with the other executive assistants in the office and across the organization, offering an exciting opportunity to contribute to the effectiveness, efficiency, and success of the Human Resources organization.

Responsibilities and Duties

• Serving as a first point of contact for the senior executive and developing systems to prioritize the executive’s time and activities
• Providing appropriate materials to prepare the senior executive in advance of upcoming meetings
• Drafting correspondence and memoranda, answering and screening the senior executive’s phone calls, and directing inquiries to the proper party within the team
• Making travel arrangements (domestic and international), managing necessary travel visa application process and processing expense reports using Concur
• Assembling and proofreading presentation materials for the Compensation Committee of the Board of Directors meetings (prior experience with Diligent board portal a plus)
• Coordinating timelines with business leaders to ensure on‑time delivery of IC (Intellectual Capital) Process materials; packaging and distributing the materials to senior executives using Teams/SharePoint
• Coordinating onboarding plans, including technology, materials, and meetings for any newly hired direct reports of the senior executive
• Creating PowerPoint presentations and assisting with developing and updating Excel spreadsheets and other documents
• Partner with communications team to draft and send communications on behalf of the company executive(s) as well as post to the internal corporate communications SharePoint site
• Partner with communications team, senior executive(s) and EA to the CEO for the Quarterly Leadership Forum and All Hands meetings
• Preparing event and meeting materials including assisting with the creation of presentations, handouts, and other related materials, as well as printing and collating of materials for the Human Resources team, the Senior Leadership team, and the Board of Directors
• Establishing and maintaining effective cooperative professional business relationships with all levels of management, employees, and outside clients
• Acting as a proactive creative problem solver, liaison, and facilitator in managing support responsibilities
• Acting as a lead on the facilitation and coordination of communications and administrative procedures across the Human Resources team globally
• Coordinating conference/meeting room set up, ordering catering, and making logistical arrangements
• Providing backup assistance to other executive support team members as needed
• Assisting with preparations for the annual off‑site orientation meeting; lead for the administrative stream related to invitations, materials, hotel bookings, ground transportation, and other related requirements
• Creating ad hoc reports that support requests from the senior executives

Basic Qualifications

• Must have experience in supporting a senior executive in a fast‑paced and demanding corporate work environment.

Preferred Qualifications

• Bachelor’s Degree and 5 to 7 years of relevant professional experience supporting a C‑level executive in a global company, preferably with the Chief People Officer or CHRO of a public company
• Experience interacting or supporting Board members of a public company
• Ability to be comfortable with ambiguity and capable of making appropriate decisions independently
• Demonstrated professionalism, discretion, and experience in working with highly confidential information
• Can‑do attitude: must be proactive and solution oriented, continuously looking for ways to add value and assist the team
• Exceptional attention to detail
• Demonstrated ability to multi‑task, respond to needs quickly and efficiently, and prioritize work
• Must be a self‑starter and able to work with little or no supervision
• Ability to effectively communicate and collaborate with a diverse range of people and job functions
• Exercise excellent judgment in setting priorities and interacting with internal and external contacts
• Demonstrated ability to anticipate the needs of the senior executive and the team and proactively provide necessary support
• Ability to work well under pressure and respond to tight deadlines
• Excellent interpersonal, verbal, and written communication skills
• Strong focus on customer service, team player mentality, and ability to work collaboratively with others
• Expert capabilities on all Microsoft products including PowerPoint, Excel, Word, Outlook, and Teams with prior experience with Diligent and Concur a plus

Crane NXT is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, military status, or national origin or any other characteristic protected under applicable federal, state, or local law.