Executive Assistant to CEO

Protolabs • Maple Plain, MN

123d • $85,700 - $114,200

About The Position

Join our team as an Executive Assistant to the CEO! This is an onsite role at Headquarters in Maple Plain, MN. The Executive Assistant to the CEO serves as a critical partner, strategically aligning the CEO's time and focus with the organization's priorities. This pivotal role involves providing high-level administrative support, skillfully managing the CEO's complex calendar, and acting as a gatekeeper to streamline communications and workflows. The Executive Assistant proactively anticipates the needs of the CEO to enhance efficiency and effectiveness. Additionally, the role includes acting as a liaison to the Board of Directors, expertly coordinating all facets of board and committee meetings to ensure seamless operations.

Requirements

• Bachelor’s degree preferred or equivalent experience.
• 7+ years of experience as an Executive Assistant supporting C-level executives, preferably in a fast-paced, global organization.
• Experience managing complex calendars, international travel, and board-level events.
• Exceptional organizational and time management skills; ability to prioritize and pivot quickly.
• Proactive, anticipatory mindset—always two to three steps ahead.
• Strong gatekeeping and calendar management abilities; able to diplomatically say 'no' and protect the CEO’s time.
• Excellent written and verbal communication skills; able to brief and summarize complex information clearly.
• High emotional intelligence: able to build rapport at all levels and maintain confidentiality.
• Advanced proficiency in Microsoft Office Suite, Outlook, Teams/Zoom, and travel/expense management tools.
• Tech savvy to support CEO for maximum efficiency.
• Experience coordinating board meetings and executive events.
• Ability to work independently, exercise sound judgment, and make decisions in the CEO’s best interest.

Nice To Haves

• Experience supporting a CEO or President in a public company or large private organization.
• Experience working with a Board of Directors and managing board logistics.
• Experience in both SG&A and manufacturing environments.
• Multilingual or international experience a plus.
• Familiarity with project management tools and executive dashboards.

Responsibilities

• Manage and prioritize the CEO’s calendar, scheduling, and rescheduling meetings to maximize strategic impact.
• Serve as the primary gatekeeper, screening meeting requests and visitors.
• Proactively block time for strategic work and ensure the CEO is prepared for all meetings and commitments.
• Provide regular daily briefings to the CEO, summarizing upcoming meetings, priorities, and required actions.
• Ensure the CEO is fully prepared for all meetings, conferences, and events by gathering materials, tracking down information, and coordinating with stakeholders.
• Track action items and follow up with internal and external parties as needed.
• Coordinate and manage logistics for Board of Directors and board committee meetings, including materials preparation, and on-site support.
• Organize and manage departmental and cross-functional meetings coordination for ELT, SLT and All Employee meetings.
• Plan and manage complex domestic and international travel, including itineraries, visas, accommodations, and expense reporting.
• Anticipate and resolve travel issues, ensuring seamless experiences.
• Build rapport and maintain strong working relationships with the CEO’s direct reports, other executive assistants, IT Help Desk, facilities, and other support functions.
• Serve as a point of contact for internal and external stakeholders seeking time or information from the CEO.
• Handle confidential information with discretion.
• Draft, proofread, and manage correspondence on behalf of the CEO.
• Manage special projects and other duties as assigned.

Benefits

• Competitive Salary and Annual Bonus Opportunity
• Health Insurance: Traditional OR High Deductible plan
• Flexible Spending Accounts
• Health Savings Account (including employer contributions)
• Dental & Vision
• Basic and Supplemental Life Insurance
• Short-Term & Long-Term Disability
• Paid caregiver leave
• PTO + Holiday Pay + Volunteer Hours
• 401k with company match & immediate vest
• Employee Stock Purchase Program at a 15% discounted rate
• Matching grants through Protolabs foundation
• And More!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree
• Number of Employees: 1,001-5,000 employees