Executive Assistant

Published: 6/14/2022

Job Description

Reports to: President, North America
Travel: Approximately 20–30% domestic travel, with some international travel, including overnight stays

Are you the person who keeps everything moving?

Do you thrive in a fast-paced environment where priorities can change quickly, details matter, and your ability to anticipate what’s needed can make a real difference?

HAHN Automation Group US is looking for an Executive Assistant to the President who can serve as a trusted executive partner and not simply manage a calendar. In this role, you’ll help the President stay focused on the organization’s most important priorities by managing information, coordinating complex schedules and travel, preparing for critical meetings, tracking follow-up, and connecting people across a geographically distributed organization.

This is a high-visibility role for someone who brings exceptional organization, judgment, communication, discretion, and initiative to everything they do.

What You’ll Do

Manage and maintain the President’s complex calendar, including meetings, appointments, travel, and special events.
Serve as a trusted gatekeeper, helping prioritize meeting requests, communications, and commitments based on business importance.
Prepare the President for key meetings by gathering background information, prior decisions, open action items, agendas, and briefing materials.
Coordinate and prepare materials for executive, leadership, and board meetings.
Prepare correspondence, reports, presentations, agendas, meeting minutes, and other executive communications.
Manage the President’s inbox, organizing and prioritizing communications and identifying items requiring executive attention.
Coordinate domestic and international travel arrangements, itineraries, accommodations, and expenses.
Travel with and support the President during business travel as needed.
Attend designated meetings and accurately document key decisions, action items, responsibilities, and follow-up needs.
Maintain a centralized tracker of the President’s actions and commitments and proactively follow up to ensure completion.
Serve as a professional point of contact between the President and employees, executives, clients, vendors, and other stakeholders.
Handle confidential, sensitive, and proprietary information with a high degree of discretion.
Conduct research and compile information for the President as requested.
Assist with company events, executive functions, leadership activities, special projects, and organizational initiatives.
Anticipate scheduling, communication, and administrative needs and proactively address them.
Exercise sound judgment by identifying conflicting priorities, potential risks, or overcommitments and recommending practical alternatives.

Required:

5+ years of experience supporting a senior executive, preferably a President, CEO, or other C-suite leader.
Bachelor’s degree preferred; equivalent professional experience may be considered.
Exceptional organizational and time-management skills.
Strong written and verbal communication skills.
Excellent attention to detail and accuracy.
Strong interpersonal and relationship-building skills.
Ability to prioritize competing demands and work effectively under pressure.
Strong meeting documentation and note-taking skills.
Ability to maintain confidentiality and exercise sound judgment with sensitive information.
Strong proficiency with Microsoft Suite, including Outlook, Teams, Word, Excel, and PowerPoint.
Ability to exercise independent judgment and anticipate executive needs.
Willingness and ability to travel approximately 20–30% domestically, with some international travel.

Preferred:

Experience directly supporting a President or CEO.
Experience coordinating executive or board meetings.
Experience preparing executive presentations and reports.
Experience managing complex executive travel and expenses.
Familiarity with project management or task-tracking tools.
Experience supporting a geographically distributed, multi-site organization.
Experience coordinating with international leadership across multiple time zones.
Comfort using modern productivity and AI tools to improve executive workflows.

If you’re an experienced executive support professional who enjoys being one step ahead, thrives on organization and problem-solving, and is comfortable supporting a leader who travels and operates across a global organization, we’d like to hear from you.

\nCompany Description

With facilities located in Hebron KY, Queretaro MX, Miamisburg OH, Brooklyn Park MN, and Columbia SC the HAHN Automation Group is a full-service, specialty machine builder—engineering, manufacturing, installing, and servicing custom application assembly and test equipment specifically in support of customers in Med-Tech, Automotive, and Transformation Technology industries. Our mission is to partner with our customers as a premier provider of innovative, well-engineered manufacturing systems and solutions to enhance their competitive advantage.

Company Description

The HAHN Automation Group is a global solution partner for factory automation. We offer industry-specific know-how, an extensive project portfolio, and a global organization with a focus on providing service all from a single source.\n\nWith facilities located in Hebron KY, Queretaro MX, Miamisburg OH, Brooklyn Park MN, and Columbia SC the HAHN Automation Group is a full-service, specialty machine builder—engineering, manufacturing, installing, and servicing custom application assembly and test equipment specifically in support of customers in Med-Tech, Automotive, and Transformation Technology industries. Our mission is to partner with our customers as a premier provider of innovative, well-engineered manufacturing systems and solutions to enhance their competitive advantage.