Executive Assistant

SharkNinja•Needham, MA

About The Position

The Executive Assistant is an administrative business partner to the Engineering Team, supporting SVP-level leaders and their VP teams. The role serves as a liaison within and outside the department and company, supports visiting associates and vendors, manages complex executive calendars, coordinates meetings and travel, and carries out special projects and administrative assignments. The position requires flexibility, accuracy, sound judgment, and availability for urgent requests, including after hours and on nights and weekends.

Requirements

Bachelor’s degree or at least 5 years of Executive Assistant work experience.
Self-confident and diplomatic, with the ability to anticipate and handle unexpected situations.
Comfortable with deadline pressure and managing multiple demands for critical deliverables.
Able to interrupt meetings to obtain time-sensitive information or keep executives on track.
Strong attention to detail and accuracy and integrity of data.
Able to set priorities and manage several tasks in a fast-paced, deadline-driven environment while maintaining a positive attitude.
Highly motivated and self-directed, with excellent verbal and written communication skills.
Excellent interpersonal and organizational skills.
Advanced proficiency in Microsoft Office applications, specifically PowerPoint, Word, and Excel.
Able to anticipate, identify, and resolve problems in a timely manner, including at night and on weekends.
Excellent judgment and ability to handle confidential and delicate matters.
Able to work in a team environment and occasionally work a flexible schedule.

Responsibilities

Serve as a trusted business partner to SVP-level leaders and their VP teams.
Act as a liaison to people within and outside the department and company.
Coordinate needs for associates visiting from global locations, including travel, meetings, catering, product samples, and rooms.
Serve as the point of contact for vendor visits and assist with meetings, catering, product samples, and room requirements.
Manage complex day-to-day calendars with competing priorities and adapt to urgent scheduling requests.
Collaborate with the Executive Assistant team to schedule executive priority meetings, product debriefs and reviews, and team and cross-functional project meetings.
Maintain and rebalance meeting cadence.
Coordinate, plan, and execute special projects and assignments.
Review and approve Concur expense reports; prepare presentations and announcements; address team requests; and create or complete Coupa purchase orders.
Arrange domestic and international travel, including visas, car services, hotels, meal reservations, meeting logistics, and agendas.
Manage changes to travel plans, including flight changes and cancellations.
Order lunches through caterers or local vendors and plan other meeting details.
Assist HR, Facilities, and IT with new-hire requests and seating plans.
Assist with office organization.
Consider overseas locations’ working hours when planning and coordinating requests.
Be available after hours for last-minute requests.