Executive Assistant

Novanta•Seaport Office, MA

12d•Onsite

About The Position

Build a career powered by innovations that matter! At Novanta, our innovations power technology products that are transforming healthcare and advanced manufacturing—improving productivity, enhancing people’s lives and redefining what’s possible. We create for our global customers engineered components and sub-systems that deliver extreme precision and performance for a range of mission-critical applications—from minimally invasive surgery to robotics to 3D metal printing. Novanta is one global team with over 26 offices located in The Americas, Europe and Asia-Pacific. Looking for a great place to work? You have found it with a culture that embraces teamwork, collaboration and empowerment. Come explore Novanta. We are seeking a polished, proactive, and detail-oriented Executive Assistant to support our Chief Financial Officer and Chief Operating Officer. This role is critical to ensuring each executive’s time is maximized and strategic priorities are executed efficiently. The ideal candidate will have experience in finance or corporate environments, exceptional communication skills, and the ability to handle confidential information with discretion. This role is a visible part of Novanta’s brand out our newly established Boston Seaport office.

Requirements

Minimum 5 years of experience supporting C-level executives, ideally in finance or public companies.
Strong understanding of corporate governance.
Experience managing calendars, coordinating travel, event planning and presentation preparation.
Proven ability to manage office operations and vendor relationships.
Exceptional organizational and multitasking skills.
High level of discretion and professionalism.
Experience interfacing with executive leaders with the professional demeanor to convey credibility and de-escalate problem areas that arise.
Excellent communication skills, both written and verbal, with demonstrated discretion with sensitive information.
Strong skills in critical thinking, organization, time management, and attention to detail.
Wide breadth of mental agility and creativity, including strong problem-solving instincts and capabilities.
Self-starter with the demonstrated ability to work in a fast-paced unstructured atmosphere.
Bachelor’s degree in Business, Finance, or related field preferred.
Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook); familiarity with financial platforms a plus.

Responsibilities

Be a trusted partner and provide overall administrative support to the CFO and COO.
Manage the calendars for internal team meetings, project meetings, and corporate development meetings. Be creative and flexible to address urgent scheduling requests for the business.
Collaborate closely with the Executive Assistant team to synchronize and schedule executive-level priority meetings, product executive debriefs and reviews, team, and cross-functional project meetings. Maintain and re-balance cadence of all meetings.
Provide ancillary support to the Executive Assistant team and other corporate functions in the office, as necessary.
Create and maintain department distribution lists. Draft and send communications upon request.
Assist with the planning, scheduling, and booking of domestic and international travel – in partnership with the Company’s preferred travel services firm. This includes travel visas, car service arrangements, hotel accommodations, meal/restaurant reservations, meeting logistics/agenda preparations as well as working with our global team to make any arrangements needed when they arrive. Execute changes along the way i.e.: flight changes, cancelations etc.
Ensure timely filing of expense reports.
Manage phone, email, and postal mail inquiries as needed and respond appropriately.
Oversee day-to-day office operations, including supplies, facilities, and vendor coordination for the Boston Seaport office.
Serve as point of contact for office visitors and incoming calls, ensuring a professional and welcoming environment
Partner with IT for equipment needs in partnership with internal teams or external providers.
Support planning and execution of company events, team meetings, and executive off-sites.