Executive Assistant

Brooks Automation • Chelmsford, MA

1d

About The Position

Brooks is a leading provider of automation solutions with over 40 years of experience in the semiconductor industry, offering precision robotics, integrated automation systems, and contamination control solutions that empower chip manufacturers worldwide. Our product portfolio includes a range of automation solutions, including robots, vacuum systems, and atmospheric robots for semiconductor manufacturing (www.brooks.com). Are you looking for a place where you can be part of a transformation? Join us at Brooks Automation and be a part of a dynamic organization that is shaping the future of technology. Executive Assistant Job Description We are seeking an experienced Executive Assistant to provide high‑level administrative support to our Chief Financial Officer (CFO), Chief Business Transformation Officer (CBTO) and VP Global Customer Experience & Communications. This role requires a highly organized, proactive, and adaptable professional who thrives in a fast-paced environment. As part of our executive assistant team, you will ensure operational excellence, serve as a welcoming point of contact, and manage confidential information with the utmost discretion.

Requirements

• 5+ years supporting senior executives, with a strong preference for experience supporting executives at a publicly traded company.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools like Teams, SharePoint, and OneDrive.
• Experience managing complex calendars across multiple time zones.
• Proven ability to coordinate domestic and international travel, including itineraries and expenses.
• Excellent written and verbal communication skills.
• Strong organizational and time‑management abilities with success in fast‑paced environments.
• High level of discretion when handling confidential information.
• Strong interpersonal skills and ability to build effective working relationships.

Nice To Haves

• Notary public is highly desired.

Responsibilities

• Calendar Management Manage complex calendars for the leaders, including scheduling meetings, appointments, and conference calls. Proactively anticipate needs, resolve conflicts, and align priorities.
• Travel & Expense Coordination Plan domestic and international travel, including flights, hotels, ground transportation, visas, and itineraries. Ensure timely and accurate expense submission and reconciliation.
• Communication Support Serve as the primary liaison for both executives, handling incoming inquiries, triaging requests, and directing communications to the appropriate stakeholders. Draft, edit, and proofread business correspondence and materials.
• Investor Relations Prepare agendas, compile materials, and manage logistics for executive-level meetings. Managing investor/lien holder database Scheduling investor calls/meetings and quarterly reporting emails Take meeting minutes when needed and manage follow-up actions.
• Customer Experience & Communications Lead the refresh and ongoing maintenance of the Global Corporate Communications intranet site. Support teams with new vendor requests, purchase order submissions, and invoice processing. Assist with trade show planning and logistics, including registrations and licensing needs. Coordinate shipment of marketing materials to Brooks locations worldwide. Manage office supply ordering to ensure teams have the resources they need.
• Confidentiality Management Handle sensitive information with the highest level of discretion and professionalism. Maintain organized digital and physical files related to CFO and CBTO activities.
• Prioritization & Task Management Assess incoming requests and proactively manage deadlines, timelines, and priorities.
• Project Ownership Lead special projects from planning through execution, including research and cross-functional work. Support broader organizational initiatives such as site engagement activities and scholarship programs.
• Invoice & Payment Oversight Manage financial transaction processes and ensure timely, accurate processing of invoices and payments related to supported functions.
• Cross-Functional Collaboration Partner with internal stakeholders and support fellow executive assistants to maintain cohesive operations.

Benefits

• At Brooks, we offer the following benefits for this position, subject to applicable eligibility requirements:
• Medical, Dental, Vision and Disability Insurance
• 401(k) Plan
• Exempt employees are provided company paid holidays and Flexible Vacation to enjoy personal time off and incidental sickness.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed